Administrative Assistant

Gapinc; San Francisco (CA); On-site; USD 75,000 - 110,000; Full time

Job summary

Gap Inc. in San Francisco seeks an Executive Assistant to support three executives including Head of Corporate HR, Workplace Experience and Total Rewards. The role manages calendars, travel, email, expense reports, and special projects to ensure smooth operations.

The ideal candidate brings strong communication, advanced MS Office skills, and a proven ability to handle confidential information in a fast-paced, global environment. This role demands discretion and professionalism.

Qualifications

• Experience supporting VP+ or C-level executives, preferably in global organizations.
• Strong written and verbal communication with cross-functional stakeholder management.
• Proven ability to handle confidential information and navigate high-pressure environments.

Responsibilities

• Provide administrative support to senior executives and departments, with exposure to multiple functions.
• Manage calendars, arrange travel (domestic/international), process expense reports and coordinate meetings.
• Demonstrate strong understanding of role and apply knowledge to a range of tasks.
• Work with minimal supervision on moderately difficult assignments requiring judgment.
• Multitask effectively under tight deadlines with a high degree of professionalism.
• Maintain confidentiality and professionalism at all times.

Skills

Calendar management

Executive support

Microsoft Office

Communication

Travel coordination

Confidentiality

Tools

MS Office

Google Workspace

Job description

About the Role

In this role, you will be responsible for overall operations for three executives including the Head of Corporate HR, Workplace Experience and Total Rewards. Primary responsibilities include calendar management, business meetings, email support, coordinate domestic/international travel arrangements, complete expense reports and additional tasks/project required.

What You'll Do

• Provides administrative support to senior executives and their departments, with an opportunity to learn about projects in all three functions.
• Calendar management, making appointments, answering phones, making travel arrangements, file maintenance, maintaining and ordering office supplies and equipment, processing mail, copying, scheduling and planning meetings (meeting room, flip charts etc.) and processing expense reports.
• Has substantial understanding of the job, and applies knowledge and skills to complete a wide range of tasks.
• Normally receives little instruction on daily work, general instructions on newly introduced assignments. Works on assignments that are moderately difficult, requiring judgment in resolving issues or in making recommendations. Work is generally of a critical or confidential nature.
• Ability to handle multiple tasks/projects, concurrently, with tight deadlines.
• High level of professionalism and confidentiality required.

Who You Are

• Strong verbal and written communication skills. Ability to communicate and build partnerships with all levels of management
• Proficient and advanced computer skills (e.g. Microsoft Office: Word, Excel, PowerPoint, etc.)
• Strong sense of urgency with the ability to handle multiple tasks
• High degree of professionalism and confidentiality
• Experience in customer service and/or a high-pressure, multitask environment

Preferred Experience & “Heightened Skills”

• Depth of experience as an Executive Assistant or Administrative Assistant supporting VP+ leaders at a global, matrixed organization in similar scope & scale to Gap inc. Most recent hires have 5+ years of experience in meeting this experience profile.
• Strategic calendaring and travel coordination: Demonstrated ability to build and maintain long-term structure while effectively prioritizing and adapting in real time. Anticipates downstream impacts of schedule or travel changes, proactively mitigates risks, and ensures seamless coordination to support business continuity and executive effectiveness.
• Team and cross-functional collaboration: Demonstrated ability to build strong, trusted relationships with leaders and cross-functional teams, serve as an effective liaison across the organization, and provide thoughtful, timely insights to leadership while consistently maintaining confidentiality and trust.
• Project coordination and ownership (written and visual communication): Proven ability to own and drive projects end to end, including drafting clear executive communications, preparing polished decks and written materials on behalf of their leader, and managing event logistics with strong attention to detail and audience impact.
• Operational excellence: Strong ability to partner closely with a leader to identify, design, and execute operational processes that support effective communication, content management, and resource sharing. Skilled at translating needs into clear, scalable systems - such as team SharePoint sites, process flows, and standardized meeting materials - delivered in the format most digestible and impactful for the leader and their teams.