Executive Assistant

Tenarai; Los Gatos (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Tenarai is seeking an experienced Executive Assistant to provide high‑level support to senior leadership in a fast‑paced, high‑touch environment. The role requires discretion, strong organizational skills, and seamless coordination with internal teams and external stakeholders.

The successful candidate will manage complex calendars, travel, expenses, and executive meetings, while acting as a trusted partner to senior leadership and engaging with customers, Board members, investors, and partners.

Qualifications

• 7+ years of Executive Assistant or senior executive support experience.
• Experience supporting C‑suite executives within technology, IT services, or consulting industries preferred.
• Experience managing complex calendars, travel, and expenses.

Responsibilities

• Provide comprehensive administrative support to senior leadership, including complex calendar and schedule management.
• Coordinate domestic and international travel arrangements with detailed itineraries and changes.
• Manage expense reports, reimbursements, and related administrative processes accurately and on time.
• Coordinate meetings involving senior leadership, customers, Board members, and external stakeholders.
• Serve as a professional point of contact for senior customer executives, Board members, partners, and visitors.
• Organize and coordinate executive meetings, customer visits, leadership offsites, dinners, and external stakeholder events at the Los Gatos office and other locations.
• Prepare and coordinate meeting agendas, presentations, briefing materials, and other executive‑level documentation.
• Track key follow‑ups and action items from leadership meetings and ensure timely closure.
• Work closely with internal teams to ensure executive priorities, meetings, travel, and events are seamlessly coordinated.
• Handle confidential and sensitive information with a high degree of professionalism and discretion.

Skills

Executive support

Calendar management

Travel coordination

Expense management

Stakeholder engagement

Communication

Discretion

Job description

Tenarai is seeking an experienced and highly organized Executive Assistant to provide high-level support to senior leadership. This is a highly visible role requiring strong executive presence, discretion, attention to detail, and the ability to work effectively with senior internal and external stakeholders.

The ideal candidate will have experience supporting C-suite or senior executives within the technology, IT services, or consulting industry and be comfortable managing complex schedules, travel, expenses, executive meetings, and stakeholder events.

This role will also serve as an important point of coordination for senior customers, Board members, business partners, and other external stakeholders visiting or engaging with the leadership team.

Key Responsibilities

• Provide comprehensive administrative support to senior leadership, including complex calendar and schedule management.
• Coordinate domestic and international travel arrangements, including detailed itineraries, accommodations, transportation, and last‑minute changes.
• Manage expense reports, reimbursements, and related administrative processes accurately and on time.
• Coordinate meetings involving senior leadership, customers, Board members, and other key internal and external stakeholders.
• Serve as a professional point of contact for senior customer executives, Board members, partners, and visitors.
• Organize and coordinate executive meetings, customer visits, leadership offsites, dinners, and external stakeholder events at the Los Gatos office and other locations as required.
• Prepare and coordinate meeting agendas, presentations, briefing materials, and other executive‑level documentation.
• Track key follow‑ups and action items from leadership meetings and ensure timely closure.
• Work closely with internal teams to ensure executive priorities, meetings, travel, and events are seamlessly coordinated.
• Handle confidential and sensitive information with a high degree of professionalism and discretion.
• Anticipate executive needs, proactively resolve scheduling or logistical issues, and effectively manage competing priorities.

Preferred Experience & Qualifications

• 7+ years of Executive Assistant or senior executive support experience, preferably supporting C‑suite executives.
• Prior experience within a technology, IT services, IT consulting, SaaS, or similar fast‑paced corporate environment strongly preferred.
• Demonstrated experience managing complex executive calendars, travel, and expenses.
• Experience interacting directly with senior customers, Board members, investors, partners, or other executive‑level external stakeholders.
• Experience coordinating executive‑level meetings, customer visits, offsites, and corporate events.
• Strong written and verbal communication skills with the ability to communicate confidently and professionally at the executive level.
• Excellent organizational skills and ability to manage multiple priorities with minimal supervision.
• Strong judgment, discretion, and ability to handle confidential information.
• Proactive and solution‑oriented, with the ability to anticipate needs rather than simply react to requests.
• Strong proficiency with standard productivity and collaboration tools.

What We Are Looking For

The successful candidate will be more than a traditional administrative assistant. We are looking for someone who can operate as a trusted partner to senior leadership, represent the organization professionally with customers and other senior stakeholders, and ensure that executive priorities are executed smoothly.

The individual should be comfortable working in a high‑touch, fast‑paced executive environment, managing changing priorities and interacting with senior stakeholders while maintaining professionalism, responsiveness, and attention to detail.

• This is not an Office Manager or Facilities Management position. The primary focus is executive support, executive coordination, stakeholder engagement, travel, scheduling, expenses, and executive/customer events.