Administrative Assistant

Career Group; Palo Alto (CA); On-site; USD 75,000 - 95,000; Full time

Job summary

Career Group in Palo Alto, CA is seeking an Administrative Assistant to support the Chief of Staff and Chief Financial Officer. This onsite role requires discretion, strong communication, and professional execution.

The ideal candidate will have 1-3+ years in corporate or high-end hospitality settings and a Bachelor's degree. Responsibilities include calendar management, travel planning, expense reporting, meeting preparation, drafting materials, and maintaining confidential information with

Qualifications

• Strong problem-solving and decision-making skills.
• Proficient in MS Office Suite and tech-savvy.
• Exceptional written, verbal, and interpersonal skills.
• Strong organizational skills and the ability to prioritize and multitask.
• Excellent attention to detail and follow-through.
• Able to work successfully in a fast-paced, onsite environment.
• 1-3+ years’ experience within a professional corporate environment, executive support role, or high-end hospitality setting.
• Bachelor's degree required.

Responsibilities

• Assist with daily administrative duties, including calendar management, scheduling, meeting coordination, and maintaining organized records and documentation.
• Arrange complex and detailed domestic and international travel plans, itineraries, accommodations, and transportation.
• Complete and submit expense reports and other financial requests accurately and in a timely manner.
• Assist with executive meeting preparation, including scheduling, agendas, materials, and logistics.
• Draft, proofread, and format correspondence, documents, and meeting materials.
• Communicate with internal and external contacts at all levels and ensure prompt and professional responses.
• Maintain a high level of confidentiality when handling sensitive information and executive matters.
• Handle multiple tasks simultaneously, anticipate Executive needs, and change direction quickly as priorities shift.
• Assist with special projects, research, and additional administrative tasks as necessary.

Skills

Problem solving

MS Office

Communication skills

Organizational skills

Attention to detail

Multitasking

Onsite experience

Executive support

Education

Bachelor's degree

Job description

Our client is looking for an Administrative Assistant to provide support to the Chief of Staff and Chief Financial Officer. The ideal candidate will exhibit high standards, excellent communication skills, and the ability to provide high-level administrative support to Executives. This is an onsite role in Palo Alto, California. The ideal candidate has 1-3+ years of experience in a professional corporate or high-end hospitality setting.

Key Responsibilities

• Assist with daily administrative duties, including calendar management, scheduling, meeting coordination, and maintaining organized records and documentation
• Arrange complex and detailed domestic and international travel plans, itineraries, accommodations, and transportation
• Complete and submit expense reports and other financial requests accurately and in a timely manner
• Assist with executive meeting preparation, including scheduling, agendas, materials, and logistics
• Draft, proofread, and format correspondence, documents, and meeting materials
• Communicate with internal and external contacts at all levels and ensure prompt and professional responses
• Maintain a high level of confidentiality when handling sensitive information and executive matters
• Handle multiple tasks simultaneously, anticipate Executive needs, and change direction quickly as priorities shift
• Assist with special projects, research, and additional administrative tasks as necessary

Requirements

• Strong problem‑solving and decision‑making skills
• Proficient in MS Office Suite and generally tech‑savvy
• Exceptional written, verbal, and interpersonal skills
• Strong organizational skills and the ability to prioritize and multitask
• Excellent attention to detail and follow‑through
• Able to work successfully in a fast‑paced, onsite environment
• 1-3+ years’ experience within a professional corporate environment, executive support role, or high-end hospitality setting
• Bachelor's degree required

Location

Fully onsite in Palo Alto

Salary Range

$75,000 - $95,000

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. California applicants, please view our https://careergroupcompanies.com/california-privacy-notice/.