Executive Administrative Assistant

Acara Solutions, Inc.; San Jose (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Acara Solutions, Inc. in San Jose, CA is seeking an Executive Administrative Assistant for a contract-to-hire role supporting the Executive Vice President of Global Operations.

You will manage confidential schedules, travel, and communications in a fast-paced, global environment. The role requires a highly organized, proactive professional with 7+ years supporting senior leadership, strong Microsoft Office and SharePoint skills, and meticulous attention to detail.

Qualifications

• Bachelor's degree or equivalent relevant experience.
• 7+ years of experience supporting senior leadership, including VP or C-level executives.
• Proven experience managing complex calendars, travel logistics, and executive priorities.

Responsibilities

• Provide high-level confidential administrative support to the Executive Vice President of Global Operations.
• Manage complex executive calendars and travel arrangements, including international logistics.
• Prepare, review, and submit expense reports in line with policy timelines.
• Plan and coordinate executive meetings, agendas, materials, and follow-up actions.
• Coordinate IT equipment requests and onboarding/offboarding setup as needed.

Skills

Calendar management

Executive support

Travel logistics

Communication

Organization

Problem solving

Independent work

Confidentiality

Vendor coordination

Multi-stakeholder coordination

Education

Bachelor's degree or equivalent relevant experience

Tools

Microsoft Office Suite

Teams

SharePoint

Expense reporting tools

Job description

Acara Solutions is looking for an Executive Administrative Assistant for one of our clients in San Jose, CA. This is a contract to hire position.

Our client is seeking a highly organized and proactive Executive Administrative Assistant to with demonstrated experience in a global corporate environment. In this role you will provide confidential and comprehensive support to Executive Vice President of Global Operations. As a critical partner, you will enable executive efficiency through effective calendar management, operational coordination, and administrative excellence in a fast-paced, global environment.

Responsibilities

• Provide high-level, confidential administrative support to the Executive Vice President of Global Operations, ensuring seamless day-to-day operations
• Manage complex and dynamic executive calendars, optimizing scheduling efficiency and prioritizing critical business needs
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa/passport processing
• Prepare, review, and submit expense reports in compliance with company policies and timelines
• Plan and coordinate executive meetings, including agenda preparation, materials development, and follow-up actions
• Organize and support internal and external meetings, conference room setup, and catering arrangements as required
• Act as a primary point of contact for incoming communications (emails, calls, mail), ensuring timely responses and proper prioritization
• Maintain and update organizational charts, contact lists, and departmental records
• Manage TEAMS sites and support SharePoint access requests, content updates, and user permissions
• Support cross-functional coordination by liaising with internal stakeholders, leadership teams, and external partners
• Handle multiple projects simultaneously, ensuring timely execution and adherence to strict deadlines
• Assist in purchase order creation, invoice tracking, and vendor coordination
• Manage office operations, including supply inventory, ordering, and workspace/seat assignments
• Coordinate IT equipment requests, onboarding/offboarding setup, and asset tracking
• Prepare documentation for international shipments, including compliance with Global Transfer Systems (GTS) requirements
• Drive process improvements to enhance administrative efficiency and effectiveness
• Maintain the highest level of professionalism, confidentiality, and discretion at all times

About the Opportunity:

Why You'll Love Working Here:

• Supportive, team-driven culture that values collaboration, transparency, and accountability
• Opportunity to grow your career with a global workforce solutions leader serving multiple industries
• People-first environment that encourages employees to bring their authentic selves to work
• Strong focus on partnership, innovation, and delivering meaningful results for clients and candidates

Why This Opportunity is Exciting:

This role offers the chance to join a company that prioritizes both people and performance-where your contributions directly impact client success while giving you room to grow and develop professionally.

About Acara Solutions

Acara is a premier recruiting and workforce solutions provider-we help companies compete for talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

Sound like a good fit?

What You’ll Do:

Job Requirements

Qualifications

• Bachelor's degree or equivalent relevant experience
• Minimum 7+ years of experience supporting senior leadership, including VP or C-level executives
• Proven experience managing complex calendars, travel logistics, and executive priorities in a fast-paced environment
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and collaboration tools
• Strong organizational and time-management skills with exceptional attention to detail
• Ability to work independently with minimal supervision while maintaining high productivity
• Excellent problem-solving skills with a proactive, solution-oriented mindset
• Strong interpersonal and communication skills, with the ability to interact effectively across all levels of the organization
• High level of professionalism with a positive, approachable demeanor
• Ability to prioritize competing demands and manage multiple stakeholders simultaneously
• Adaptability and resilience in a rapidly changing, high-pressure environment
• Strong sense of ownership, accountability, and commitment to delivering results

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.

Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.