Executive Assistant

Career Group; Menlo Park (CA); On-site; USD 100,000 - 120,000; Full time

Benefits offered by this job

Performance bonus

Job summary

Career Group in Menlo Park is seeking an Executive Assistant to support 2–3 Partners in a fast-paced, high-standard environment. The role is fully onsite with a focus on reliable calendar management, proactive task handling, and professional stakeholder coordination.

The ideal candidate will bring 1–3 years of related experience, excellent written and verbal communication, and strong organizational skills. Expect overtime and opportunities for growth within executive support.

Qualifications

• 1–3 years of corporate, office, Administrative Assistant, or related experience; exceptional candidates with at least one year encouraged.
• Prior calendar management and scheduling experience required.
• Strong organizational skills with ability to manage multiple priorities.

Responsibilities

• Provide admin support to 2–3 Partners, managing daily schedules and priorities.
• Manage calendars and coordinate meetings, identifying conflicts and keeping commitments organized.
• Serve as reliable point of contact for internal/external stakeholders with professional communication.
• Coordinate meeting logistics, prepare materials, and assist with correspondence.
• Anticipate Partners’ needs and stay ahead of upcoming commitments.
• Maintain organized records, track follow-ups, and ensure tasks are completed on time.
• Handle confidential information with discretion and professionalism.
• Collaborate with the broader admin team to cover shared priorities and adapt to shifting workloads.

Skills

Calendar management

Organizational skills

Written communication

Verbal communication

Proactive mindset

Interpersonal skills

Time management

Job description

Our client, a prestigious and highly regarded firm in Menlo Park, is seeking a polished, proactive, and highly organized Executive Assistant to support 2–3 Partners. This is an excellent opportunity for an ambitious, career-minded professional looking to build a long-term career in executive support within a high-performing organization. The role is ideal for someone who thrives in a fast-paced environment, takes pride in being dependable and detail-oriented, and enjoys working as part of a close-knit, collaborative team.

The ideal candidate is driven, adaptable, and team-oriented, with a strong sense of ownership and the ability to manage competing priorities while maintaining a high level of professionalism. This is a demanding environment where dedication, responsiveness, and a strong work ethic are essential. The firm offers a supportive team culture and opportunities for continued growth within the Executive Assistant function, including expanded responsibilities and advancement over time.

What You’ll Do

• Provide administrative and executive support to 2–3 Partners, helping manage daily schedules, priorities, and operational needs.
• Manage calendars and coordinate meetings, proactively identifying scheduling conflicts and ensuring commitments are organized efficiently.
• Serve as a reliable point of contact for internal and external stakeholders, communicating professionally and responding to requests in a timely manner.
• Coordinate meeting logistics, prepare materials, and assist with correspondence and other administrative tasks as needed.
• Anticipate the Partners’ needs and stay ahead of upcoming commitments to ensure smooth day-to-day operations.
• Maintain organized records, track follow-ups, and ensure administrative responsibilities are completed accurately and on time.
• Handle confidential information with discretion, sound judgment, and professionalism.
• Collaborate closely with the broader administrative team to support shared priorities and ensure seamless coverage when needed.
• Adapt to shifting priorities and urgent requests while maintaining composure and attention to detail.
• Take initiative, identify opportunities to improve administrative processes, and contribute to the team's overall effectiveness.

What We’re Looking For

• 1–3 years of corporate, office, Administrative Assistant, or related professional experience; exceptional candidates with at least one year of experience are encouraged to apply.
• Prior calendar management and scheduling experience is required.
• Strong organizational skills and exceptional attention to detail, with the ability to manage multiple priorities in a busy environment.
• Excellent written and verbal communication skills and a polished, professional demeanor.
• Proactive, resourceful, and driven, with the ability to anticipate needs and take initiative.
• Strong interpersonal skills and a collaborative mindset, with the ability to build positive working relationships across a close-knit team.
• Adaptability and composure when handling competing demands, shifting priorities, and time-sensitive requests.
• A strong work ethic and willingness to go above and beyond to support the Partners and broader team.
• Comfortable with consistent overtime and a demanding work environment.
• Open to candidates from a variety of industries who demonstrate strong administrative fundamentals, professionalism, and a desire to grow within executive support.

Schedule & Location

• Full-time, fully onsite in Menlo Park, CA.
• Monday–Friday, 8:00 AM–6:00 PM.
• Consistent overtime as needed; candidates must be comfortable with extended hours and the demands of a fast-paced environment.
• $100,000–$120,000 base salary, depending on experience.
• Performance bonus.
• Opportunities for professional growth, expanded responsibilities, and advancement within the Executive Assistant function.

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