Executive Administrator

STN Inc; United States; On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Health Coverage - Medical, Dental &amp

Vision

FSA Health and Dependent Care

401(k) Plan

Unlimited Paid Time Off

Holidays Paid

Cell Phone Allowance

Collaborative, growth-driven culture

Job summary

STN Inc. is seeking an Executive Administrator to directly support the Chief of Staff in Pleasanton, CA. This hands-on role blends traditional executive assistance with driving cross-functional initiatives across the business.

The ideal candidate is highly organized, communicates professionally, and maintains discretion while managing calendars, travel, and document preparation. You will partner with legal, finance, HR, and operations to keep programs moving.

Qualifications

• 3+ years as an Executive/Administrative Assistant or similar supporting senior leadership.
• Excellent organizational and time-management skills with multi-priority handling.
• Strong written and verbal communication with a professional presence.
• Proficient in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to handle confidential information with discretion.
• Experience supporting a Chief of Staff or C-suite in a high-growth tech company (preferred).
• Familiarity with project-tracking and contract/vendor workflows (preferred).

Responsibilities

• Track action items and deadlines across multiple projects, coordinating with internal and external stakeholders.
• Create project trackers, dashboards, checklists, and timelines; flag risks and dependencies for the Chief of Staff.
• Coordinate cross-functional workstreams across legal, finance, HR, IT, and commercial teams.
• Prepare, format, and organize documents, presentations, spreadsheets, and reports; draft first versions for review.
• Maintain organized filing systems and shared workspaces for contracts and vendor records.
• Conduct research, gather data, and assemble briefing materials for decision-making.
• Manage recurring processes (approvals, onboarding logistics, vendor follow-ups) and recommend improvements.
• Calendar management: schedule meetings, resolve conflicts, protect focus time.
• Triage emails, draft correspondence, and serve as professional contact for internal/ external partners.
• Coordinate travel (domestic and occasional international), itineraries, and expense reports.
• Plan and support team events, leadership offsites, and company functions.
• Coordinate shipping/receiving and office logistics; liaise with vendors.
• Maintain confidentiality of sensitive information.

Skills

Executive Admin experience

Organizational skills

Communication skills

Discretion & integrity

Proactive mindset

Multitasking

Tools

Microsoft 365

Job description

Executive Administrator to the Chief of Staff (CoS)

Location: Onsite - Pleasanton, California
Reporting to: Chief of Staff

At STN , we don't just adapt to the digital future, we engineer it. Our mission is to help organizations thrive in a rapidly evolving technology landscape through strategic insight, cutting-edge solutions, and a security-first mindset. We provide end-to-end services spanning cloud consulting, AI infrastructure, and enterprise security, enabling secure, scalable, and future-ready transformation.

As trusted advisors, we align IT investments with business outcomes that drive performance and growth, starting with deep strategic engagement and delivering tailored solutions built for long-term impact.

Our approach is innovation-led and rooted in cybersecurity, with a focus on leveraging the right technologies to solve real-world challenges. We invest in our people and foster a culture of growth, inclusion, and purpose because we believe empowered teams build transformative technology.

Overview
We are seeking a highly organized, proactive Executive Administrator to directly support the Chief of Staff. This is a dual-purpose role: it combines the full scope of traditional executive assistance with hands‑on support for the execution of cross-functional projects and initiatives the Chief of Staff drives across the business.

The ideal candidate is a trusted right hand - someone that anticipates needs, manages competing priorities with discretion, keeps projects moving, and operates comfortably amid the ambiguity and pace of a scaling company. You will have visibility in nearly every part of the business and play a meaningful role in helping leadership operate effectively.

Key Responsibilities

Project & Execution Support

• Track action items, deadlines, and deliverables across multiple concurrent projects and initiatives, following up with internal and external stakeholders to keep work on schedule.
• Build and maintain project trackers, status dashboards, checklists, and timelines; flag risks, slippage, and dependencies to the Chief of Staff proactively.
• Coordinate cross-functional workstreams spanning legal/contracts, finance, insurance, HR, infrastructure, and commercial teams - ensuring the right people have what they need to deliver.
• Prepare, format, and organize documents, presentations, spreadsheets, and reports; draft first versions for the Chief of Staff's review.
• Maintain organized filing systems and shared workspaces for contracts, vendor records, project files, and reference materials so information is easy to locate.
• Conduct research, gather data, and assemble briefing materials to support decision-making and meeting preparation.
• Help manage recurring operational processes (e.g., approvals, onboarding logistics, vendor compliance follow-ups) and recommend improvements over time.
  Executive & Administrative Support
• Calendar Management: Own and optimize the Chief of Staff's calendar - scheduling meetings, resolving conflicts, protecting focus time, and ensuring the day runs smoothly.
• Communications: Manage and triage email and messages, draft and proofread correspondence, and serve as a professional point of contact for internal colleagues and external partners.
• Meeting Coordination: Schedule and prepare for meetings - agendas, materials, logistics, and technology - then capture notes and track follow-up items to completion.
• Travel & Expenses: Arrange domestic and occasional international travel, build detailed itineraries, and prepare and submit expense reports accurately and on time.
• Event & Offsite Support: Help plan and coordinate team meetings, leadership offsites, customer-facing events, and company functions.
• Office & Logistics: Coordinate shipping/receiving, supplies, and on-site needs as required; liaise with vendors and service providers.
• Confidentiality: Handle sensitive business, legal, financial, and personnel information with the utmost discretion and professionalism.

Experience & Qualifications

Required

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or in a comparable coordination/operations role supporting senior leadership.
• Exceptional organizational and time-management skills, with a proven ability to juggle multiple priorities and meet deadlines without losing details.
• Strong written and verbal communication skills and a polished, professional presence.
• High proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfort learning new tools and systems quickly.
• Sound judgment, discretion, and the ability to handle confidential information with integrity.
• A proactive, ownership-driven mindset - you anticipate needs and follow through without being asked.
  Preferred
• Experience supporting a Chief of Staff, founder, or C-suite executive at a high-growth or technology company.
• Familiarity with project-tracking and collaboration tools, document management, and basic contract/vendor administration workflows.
• Experience coordinating across legal, finance, HR, or operations functions.
  Why Join STN
• A front-row seat at a fast-scaling company at the center of the AI infrastructure and enterprise IT market.
• Direct partnership with the Chief of Staff and broad exposure across the executive team and every function of the business.
• Meaningful ownership, room to grow, and the chance to shape how a high-velocity organization operates.

Compensation

• Full-Time, Exempt
• $70,000-$90,000/year, DOE

Benefits

• Health Coverage - Medical, Dental & Vision
• FSA Health and Dependent Care available
• 401(k) Plan
• Unlimited Paid Time Off (PTO)
• Observed Holidays Paid
• Cell Phone Allowance
• Collaborative, growth-driven culture
  Candidates must be U.S. Citizens or Permanent Residents. We are unable to provide sponsorship at this time.

Employment is contingent upon the successful completion of a background check and reference verification. All applicants must be authorized to work in the United States on a full-time basis.