Executive Assistant

Confidential Jobs; Palo Alto (CA); On-site; USD 120,000 - 140,000; Full time

Job summary

A tech company in Palo Alto is seeking an Executive Assistant to support the Chief of Global Field Operations. The role involves managing complex executive schedules, facilitating meetings, and coordinating travel. Ideal candidates will have over 5 years of experience in administrative roles, possess strong organizational skills, and demonstrate a proactive mindset. Proficiency in Microsoft Office and other tools is essential. This full-time position offers a dynamic work environment in a fast-paced technology setting.

Qualifications

• 5+ years prior experience in an administrative support role.
• Friendly, upbeat attitude and flexibility in responsibilities.
• Impeccable discretion with sensitive information.
• Proactive problem solver with creative solutions.
• Ability to work independently with sound judgment.
• Excellent written and verbal communication skills.
• Highly organized and efficient with attention to detail.

Responsibilities

• Provide day-to-day administrative support for executives.
• Coordinate internal and external meetings.
• Manage detailed calendar and travel arrangements.
• Act as a professional liaison for various stakeholders.
• Plan and execute team meetings and events.

Skills

Administrative support

Calendar management

Communication

Problem solving

Discretion

Adaptability

Education

Bachelor’s degree or equivalent work experience

Tools

Microsoft Office (Outlook)

Concur

TripActions

NetSuite

Job description

This range is provided by Confidential Jobs. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$120,000.00/yr - $140,000.00/yr

Executive Assistant to Chief of Global Field Operations

What You Will Be Doing

• Provide day-to-day administrative support for several members of our leadership team, including C- Suite Executives
• Proactively anticipate what is required to make each executive(s) successful, allowing them to support their leadership teams and their broader organization.
• Manage the coordination of internal and external meetings and interviews, including heavy calendaring and conference room booking.
• Extensive calendar management and travel planning for internal and external meetings.
• Prepare international travel arrangements and itineraries, and meticulously file expenses.
• Partner with internal stakeholders on projects, initiatives, and events.
• Work flexibly in terms of responsibilities and responsiveness.
• Plan team offsite meetings, onsite meeting, and events.
• Act as a liaison both internally and externally, always maintaining a sense of professionalism and collaboration.

The ideal candidate will have a majority of these demonstrated qualifications, attributes, and experience:

• Have 5+ years prior experience in an administrative support role, supporting multiple leadership calendars concurrently.
• Friendly, upbeat attitude, and flexibility in terms of responsibilities and responsiveness with a positive “can-do” spirit
• Trustworthy - has impeccable discretion with access to sensitive company, customer, and personal information.
• Problem solver - proactively and efficiently identifies creative solutions
• Be a self-starter - knows when to trust instincts, take initiative, and ask for help
• Able to anticipate demands, gather the pulse and sentiment of the team, and be a sounding board for executive(s)
• Work independently - able to work under little direction and exercise sound judgment when making time-sensitive decisions
• Be a quick learner with the ability to figure out new systems and adapt on the go.
• An excellent communicator, both written, and verbal.
• Be technologically proficient. Including but not limited to Microsoft Office including Outlook as well as Concur, TripActions and NetSuite.
• Are a reliable teammate - able to thrive in a team setting, willingness to help others, while also being able to work independently.
• Meet deadlines and following company policies & procedures.
• Be highly organized, efficient, and demonstrate innate attention to detail.
• Be extremely adaptable to the ever-changing needs of a fast-growing technology company.
• Bachelor’s degree or equivalent work experience

Bonus Points:

• Previous experience working with multiple leaders in a fast-paced, rapidly changing environment preferably in technology, media, internet, or related companies

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative

Industries

Software Development