Executive Assistant

Exponent; Menlo Park (CA); On-site; USD 100,000 - 130,000; Full time

Job summary

Exponent is seeking an exceptionally organized Executive Assistant to support the CEO, President, and General Counsel in our Menlo Park office. You will manage calendars, prepare briefing materials, and coordinate travel while maintaining confidentiality with discretion.

You will use AI-enabled tools to enhance efficiency, support executive priorities, and collaborate with the broader executive team to drive high-value work in a fast-paced environment.

Qualifications

• 10+ years of relevant experience, with 3+ years supporting multiple senior executives in demanding environments.
• Bachelor’s degree preferred.
• Strong attention to detail and high accuracy.
• Excellent judgment and discretion for confidential/sensitive information.
• Strong written and verbal communication including editing and proofreading.
• Advanced proficiency in Microsoft 365 and Adobe; able to use AI-enabled tools.

Responsibilities

• Manage complex calendars for the CEO, President, and other executives with strong prioritization and conflict resolution.
• Prepare meeting materials, briefing documents, and follow-up items to ensure completion.
• Prepare and maintain reports, presentations, exhibits, and correspondence with high professionalism.
• Arrange domestic and international travel logistics and materials for executives.
• Support special administrative projects for the executive team as needed.
• Maintain project documentation using Excel and related tools; track status and updates.
• Coordinate communications across internal teams, triage urgent items, and ensure timely follow-up.
• Assist GC and legal team with litigation-related coordination and document handling.
• Organize day-to-day Executive Office activities and handle sensitive requests with discretion.
• Assist with expense reporting, filing, budgeting, and outside counsel invoices.

Skills

Executive support

Discretion

Communication

Microsoft 365

AI tools

Notary (plus)

Education

Bachelor’s degree preferred

Tools

Microsoft 365

Adobe

Copilot

Job description

About Exponent

Exponentis the only premium engineering and scientific consulting firm with the depth and breadth of expertise to solve our clients’ most profoundly unique, unprecedented, and urgent challenges.

We are committed to engaging multidisciplinary teams of science, engineering, and regulatory experts to empower our clients with solutions that create a safer, healthier, more sustainable world. For over five decades, we've connected the lessons of past failures with tomorrow's solutions to advise clients as they innovate technologically complex products and processes, ensure the safety and health of their users, and address the challenges of sustainability.

Join our team of experts with degrees from top programs at over 500 universities and extensive experience spanning a variety of industries. At Exponent, you’ll contribute to the diverse pool of ideas, talents, backgrounds, and experiences that drives our collaborative teamwork and breakthrough insights. Plus, we help you grow your career through mentoring, sponsorship, and a culture of learning. Thanks for your interest in joining our team!

Key statistics:

• 1,100+ Team members
• 950+ Consultants
• 640+ Ph.D.s
• 90+ Disciplines
• 30+ Offices globally

Our Opportunity

Exponent is a leading engineering and scientific consulting firm whose multidisciplinary experts bring together deep technical knowledge, rigorous analysis, and clear communication to solve some of the most complex challenges facing businesses, insurers, law firms, and government agencies. We are seeking an exceptionalExecutive Assistantto join our team inMenlo Park, CA.

This is a unique opportunity for a highly capable, proactive, and polished professional who thrives in a fast-paced, intellectually dynamic environment and takes pride in enabling senior leaders to operate at the highest level. In this role, you will provide high-level administrative support primarily to Exponent’s CEO, President, and General Counsel, while also supporting other co-located members of the executive team, including the Chief Human Resources Officer and Chief Financial Officer. You will play a central role in helping the Executive Office run smoothly and effectively, serving as a trusted liaison between executives and internal staff, clients, board members, analysts, shareholders, and the general public. This is a full-time, in-office position, requiring a strong on-site presence to support the daily operations of the Executive Office.

The ideal candidate is exceptionally organized, detail-oriented, and resourceful, with the judgment and professionalism to manage sensitive matters with discretion and confidence. This individual understands how to anticipate needs, protect executive time, drive follow-through, and use modern tools—including AI-enabled technologies—to enhance efficiency, responsiveness, and quality of support.

You will be responsible for

• Manage complex calendars for the CEO, President, and other designated executives, including coordinating meetings with internal and external stakeholders and exercising strong judgment in prioritizing requests, resolving conflicts, and protecting executive time
• Proactively prepare executives for meetings by confirming agendas and objectives, gathering and organizing briefing materials, packaging pre-read documents, and ensuring follow-up items are tracked through completion
• Prepare, edit, and maintain accuracy in reports, presentations, exhibits, correspondence, and other deliverables with a high degree of professionalism, polish, and attention to detail
• Arrange domestic and international travel logistics, including itineraries, accommodations, ground transportation, meeting schedules, and supporting materials to ensure seamless execution
• Support special administrative projects for the CEO, President, General Counsel, Chief Human Resources Officer, Chief Financial Officer, and other members of the executive team, as needed
• Maintain detailed project documentation, including project plans, status reports, tracking spreadsheets, and other records using Microsoft Excel and related tools
• Coordinate and facilitate communications across multiple internal teams and departments, including helping triage urgent matters, approvals, requests for input, legal and compliance-related follow-up items, and general updates
• Support the General Counsel and legal team with litigation-related administrative coordination, including litigation holds, subpoena responses, claims reporting to insurance carriers, document collection and production logistics, information gathering, deadline tracking, and coordination with internal stakeholders and outside counsel
• Organize and support the day-to-day activities of the Executive Office, including handling sensitive executive and legal requests, managing logistics, and helping create a smooth and efficient operating environment
• Assist with expense reporting, travel approvals, filing systems, contact management, signature coordination, budget tracking and outside counsel invoices, and other administrative processes requiring accuracy, discretion, and sound judgment
• Use approved modern productivity tools, including AI-enabled technologies, to support document preparation, organize information, improve workflows, improve responsiveness, and improve the overall quality and efficiency of executive support, consistent with Exponent’s confidentiality, privilege, information security, and data handling requirements
• Assist with planning and coordination of professional and social events, offsites, and other executive activities, as needed
• Welcome visitors, candidates, and other guests to the Executive Office and help create a highly professional first impression for internal and external stakeholders
• Attend selected staff meetings or executive meetings, as appropriate, to document action items, support follow-through, and help maintain momentum on key priorities
• Contribute to a strong partnership model within the Executive Office by anticipating needs, communicating clearly, and helping senior leaders stay focused on strategic, high-value work
• Partner with the Manager of Administrative Services on administrative team initiatives, process improvements, and special projects. This role provides exposure to administrative leadership and offers the opportunity to contribute to team development efforts, with potential for expanded leadership, mentoring, or coordination of responsibilities based on business needs and demonstrated performance.

You will have the following skills and qualifications

• 10 or more years of relevant experience, with 3 or more years as an Executive Assistant supporting multiple senior executives, preferably in professional services, consulting, legal, or similarly demanding environment
• Bachelor’s degree preferred
• Strong attention to detail and consistently high level of accuracy
• Excellent judgment and discretion in handling highly confidential and sensitive information, including attorney-client privileged, litigation-sensitive, personnel-related, and financial information
• Strong written and verbal communication skills, including composition, editing, and proofreading
• Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, Copilot) and Adobe
• Proficiency in utilizing approved AI-enabled tools and technologies to support core job responsibilities, increase productivity, strengthen organization, and improve work quality while protecting confidential, privileged, and sensitive information
• Strong organizational and problem-solving skills with the ability to prioritize competing demands and manage multiple high-visibility responsibilities
• Ability to work proactively, anticipate executive needs, and adapt quickly in a fast-paced environment
• Poised, professional, and service-oriented approach, with the ability to build effective working relationships across all levels of the organization
• Licensed Notary is a plus; experience with e-signature tools, board portals, document management systems, legal billing systems, or matter management tools is also a plus
• Must be in office in Menlo Park, California 5 days a week
• Presently legally authorized to work in the United States. No immigration sponsorship or processing required.

Life @ Exponent

To learn more about life at Exponent and our impact, please visit the following links:https://www.exponent.com/careers/life-exponent https://www.exponent.com/company/our-impact

We value and encourage diversity, equity and inclusion across all facets of our firm. Having a team built of people with different backgrounds, skills and perspectives allows us to provide better value to our clients and enjoy an enriched work environment.

Our firm is committed to offering a variety of programs and resources to support health and well-being. We believe that providing competitive benefits, as well as compensation and recognition programs, empowers our staff to do work that makes a difference.

Work Environment

At Exponent, we have found that in-person interactions deepen employee engagement and are crucial for development, for realizing the full potential of our talented and diverse teams, and for building a more inclusive workplace where all have a sense of belonging. In our offices, you can expect a supportive culture and a collaborative, dynamic, multi-disciplinary work environment.

Compensation

The pay rate for this position is dependent on experience and capabilities which will be assessed during the interview process.

Salary Range

USD $100,000.00 - USD $130,000.00 /Yr.

Benefits you will enjoy

Access benefits information on our Life @ Exponent page:https://www.exponent.com/careers/life-exponent

Exponent is a proud equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, veteran status, disability, sexual orientation, gender identity, or any other protected status.

If you need assistance or accommodation due to a disability, you may email us at [e-mail].

Job Locations

US-CA-Menlo Park