Executive Assistant

Signature Consultants; California; On-site; USD 110,000 - 150,000; Full time

Job summary

Dexian is seeking an experienced Executive Assistant to support three VPs in Technology Workflows in Santa Clara, CA. The role requires regular on-site presence at least two days per week and entails coordinating across time zones, handling travel, and managing confidential information with discretion.

The ideal candidate is AI-proficient, detail-obsessed, and highly collaborative, capable of managing shifting priorities in a fast-paced environment while maintaining professionalism with internal

Qualifications

• Must be AI-proficient and innovation-minded.
• Detail-oriented and highly collaborative.
• Proactive strategic partner and gatekeeper to executives.

Responsibilities

• Coordinate complex executive calendars across multiple time zones.
• Maintain timely and prioritized communication with executives and stakeholders.
• Prepare, organize, and maintain critical documents and presentations.
• Track action items and deadlines with robust follow-up processes.
• Manage domestic and international travel arrangements and itineraries.
• Oversee expenses and travel-related reports with accuracy and timeliness.
• Support executives with AI-driven workflow improvements and data analysis.
• Lead cross-functional projects requiring discretion and execution.

Skills

Outlook calendar management

Travel coordination (domestic & intl)

Expense reconciliation

Emotional intelligence

MS Office 365

Tools

MS Office 365

Spotnana

Concur

Job description

Position Summary

We are seeking an experienced and proactive Executive Assistant who thrives in fast-paced environments. This role supports three VPs in Technology Workflows, requiring regular office presence at our Santa Clara location at least two days weekly based on business needs. The position involves significant coordination across multiple time zones, requiring flexibility and excellent time management skills to ensure effective communication and support for executives working in different regions. This is a role for someone who is AI-proficient and innovation-minded, detail-obsessed, and deeply collaborative. You'll be operating in a super fast-paced, high-volume environment which requires exceptional diligence and vigilance. You'll need to manage multiple priorities simultaneously as demands rapidly shift, ensuring nothing falls through the cracks while supporting multiple VPs. The position requires adaptability to support executive schedules that may extend beyond traditional hours. While we value work-life balance, the ideal candidate thrives in a dynamic environment where priorities can shift rapidly and requires occasional flexibility.

Responsibilities

• Calendar & Time Design: Orchestrate complex calendars with intention across multiple time zones-prioritizing impact, resolving conflicts, and helping leaders invest time where it matters most.
• Proactive Communication Management: Maintain exceptional response times for emails, messages, and requests, ensuring nothing falls through the cracks. Prioritize communications based on urgency and executive needs.
• Detail-Oriented Documentation: Create, maintain, and organize critical documents, presentations, and information with meticulous attention to detail, ensuring accuracy and accessibility.
• Follow-Through Excellence: Track all action items, commitments, and deadlines with a robust system that ensures timely completion and appropriate escalation when needed.
• Stakeholder Relationship Management: Build and maintain strong relationships with internal and external stakeholders, serving as the first point of contact and representing executives with professionalism.
• Travel & Logistics: Manage all travel (domestic and international) with precision, anticipating risks and designing itineraries that maximize efficiency and productivity.
• Expense & Budget Management: Oversee expenses and reports with accuracy and timeliness; identify opportunities to automate and streamline processes.
• AI-Enabled Operations: Continuously evaluate and integrate AI tools to improve workflows, analyze data, and enhance decision-making for executives and the team.
• Special Projects: Drive cross-functional projects that require discretion, collaboration, and a bias for execution.
• Information Confidentiality: Maintain absolute discretion with sensitive information, demonstrating impeccable judgment about what to share, when, and with whom.
• On-site Support: Provide consistent in-person presence to handle immediate needs, facilitate face-to-face interactions, and coordinate office events and catering arrangements with seamless execution.
• Team Coverage: Demonstrate flexibility to provide coverage for other Executive Assistants as needed during absences, busy periods, or special circumstances to ensure continuous support across the organization.

Skills

Must operate as a proactive strategic partner and gatekeeper, possessing advanced proficiency in Outlook calendar management across multiple time zones, complex domestic and international travel coordination, and expense reconciliation. This role requires an expert communicator with exceptional emotional intelligence who can confidently interface with internal leadership, board members, and external stakeholders while handling sensitive corporate information with absolute discretion. Additionally, this person must be highly adaptable to sudden logistical shifts and technically proficient in MS Office 365, Spotnana, Concur, and modern project management tools.

Dexian stands at the forefront of Talent + Technology solutions with a presence spanning more than 70 locations worldwide and a team exceeding 10,000 professionals. As one of the largest technology and professional staffing companies and one of the largest minority-owned staffing companies in the United States, Dexian combines over 30 years of industry expertise with cutting-edge technologies to deliver comprehensive global services and support.

Dexian connects the right talent and the right technology with the right organizations to deliver trajectory-changing results that help everyone achieve their ambitions and goals. To learn more, please visit https://dexian.com/.

Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.