Executive Assistant

Schneider Electric; Palo Alto (CA); On-site; USD 86,000 - 130,000; Full time

Benefits offered by this job

Medical, dental, vision

Paid time off

Flexible work arrangements

401(k) with match

Volunteer leave

Job summary

Schneider Electric’s SE Ventures in Menlo Park is seeking an Executive Assistant to provide high-quality administrative support to designated members of the leadership team. The role requires discretion, flexibility, and a team-first mindset, with partnership with the Head of Office Operations for daily office needs.

Responsibilities span executive support (80%) and office/team support (20%), including calendar management, travel coordination, meeting materials, and event logistics.

Qualifications

• Experience managing executive calendars, travel, meetings, and expenses.
• Excellent verbal and written communication skills.
• Proficiency with Outlook and calendar management for senior executives.
• Experience with Microsoft Teams, Word, Excel, PowerPoint.
• Experience with Coupa and Concur preferred.
• Strong organizational skills in a fast-paced environment.
• Ability to maintain confidentiality and exercise judgment.

Responsibilities

• Manage calendars, travel arrangements, itineraries, and expense reports for designated executives.
• Coordinate meetings and appointments across multiple time zones with internal and external stakeholders.
• Facilitate effective communication between supported executives, SE Ventures team members, Schneider Electric colleagues, startup founders, investors, other venture capital firms, and external parties.
• Prepare meeting materials, organize correspondence, take notes when requested, and track follow-up items.
• Anticipate needs, identify scheduling or logistical conflicts, and proactively recommend solutions.
• Troubleshoot urgent travel, scheduling, and technology-related issues, particularly while senior leaders are traveling.
• Provide administrative and project-based support as business needs arise.
• Provide essential backup administrative coverage during planned PTO, sick leave, or other absences.
• Coordinate appropriate handoffs before planned absences and prioritize or elevate urgent requests.

Skills

Calendar management

Travel coordination

Executive support

Communication skills

Microsoft Office

Discretion/confidentiality

Education

Bachelor's degree

5+ years of executive assistant experience

Tools

Outlook

Microsoft Teams

Concur

Coupa

Job description

Executive Assistant

Join SE Ventures and power your career!

Discover the opportunity to join an international, dynamic, and fast-growing venture capital fund investing in early-stage companies focused on climate change, sustainability, and industrial technology. Every day, we empower employees to achieve more and experience exciting careers.

Backed by Schneider Electric and located on Sand Hill Road in Menlo Park, SE Ventures offers a collaborative, fast-paced environment where employees are encouraged to take initiative, contribute broadly, and grow their careers.

Learn more about SE Ventures: https://www.seventures.com/home.jsp

About the Role

The Executive Assistant will provide high-quality administrative support to designated members of the SE Ventures leadership team while contributing to the smooth day-to-day operation of the Menlo Park office.

This is a collaborative, hands-on role requiring discretion, sound judgment, flexibility, and a positive, team-first mindset. In addition to supporting designated executives, this position will partner closely with the Head of Office Operations on routine office and team needs.

Responsibilities may evolve based on executive, team, event, and office needs. The successful candidate will be comfortable stepping in where reasonably needed to help maintain a professional, organized, welcoming, and well-functioning workplace.

Key Responsibilities

Executive Support (approximately 80% of the role)

• Manage calendars, travel arrangements, itineraries, and expense reports for designated executives.
• Coordinate meetings and appointments across multiple time zones with internal and external stakeholders.
• Facilitate effective communication between supported executives, SE Ventures team members, Schneider Electric colleagues, startup founders, investors, other venture capital firms, and external parties.
• Prepare meeting materials, organize correspondence, take notes when requested, and track follow-up items.
• Anticipate needs, identify scheduling or logistical conflicts, and proactively recommend solutions.
• Troubleshoot urgent travel, scheduling, and technology-related issues, particularly while senior leaders are traveling.
• Provide administrative and project-based support as business needs arise.
• Provide essential backup administrative coverage during planned PTO, sick leave, or other absences. Coverage will focus on urgent or time-sensitive needs, including calendar management, travel assistance, meeting coordination, and other critical support necessary to maintain business continuity.
• Coordinate appropriate handoffs before planned absences and prioritize or elevate urgent requests that arise during unplanned absences.

Office and Team Support (approximately 20% of the role)

• Monitor inventory and assist with ordering, receiving, organizing, and replenishing office, kitchen, and meeting supplies.
• Regularly stock and organize snacks, beverages, coffee, refrigerators, and pantry areas.
• Prepare and reset conference rooms and shared spaces for meetings, visitors, catering, and office events.
• Greet visitors and help provide a professional and welcoming experience for external guests, visiting executives, and team members.
• Assist with catering orders, deliveries, setup, cleanup coordination, and other meeting or event logistics.
• Help receive office deliveries and coordinate routine vendor visits.
• Communicate facilities, equipment, supply, or workplace issues to the Head of Office Operations and assist with follow-through as needed.
• Provide coverage for essential day-to-day office responsibilities during the Head of Office Operations’ planned or unplanned absence.
• Support local events, offsites, internal team activities, and visits from Schneider Electric executives or other external parties.
• Take on additional reasonable administrative or office-support responsibilities as team and business needs evolve.

Qualifications

• Bachelor's degree or Five or more years of executive assistant, administrative, or office-support experience; experience within venture capital, private equity, investment banking, professional services, or another client-facing environment is preferred.
• Demonstrated experience managing executive calendars, travel, meetings, and expenses.
• Excellent verbal and written communication skills.
• Strong proficiency with Outlook and experience managing calendars and correspondence on behalf of senior executives.
• Proficiency with Microsoft Teams, Word, Excel, PowerPoint, and other Microsoft Office applications.
• Experience with Coupa for procurement and Concur for travel and expenses is preferred.
• Strong organizational skills and the ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to exercise independent judgment, maintain confidentiality, and handle sensitive or critical matters appropriately.
• Proactive and resourceful, with a high degree of initiative, ownership, attention to detail, and follow-through.
• Positive, collaborative, and team-oriented approach, with a willingness to contribute to both executive support and hands-on office responsibilities.
• Curiosity and a self-motivated approach to learning new systems, processes, and skills.
• Professional, friendly, and welcoming demeanor.
• Ability to work onsite in the Menlo Park office five days per week and occasionally adjust working hours to support business, meeting, travel, or event needs.

At Schneider, we believe that every employee is a talent who deserves equal opportunities. This means you matter. Every individual needs to feel valued, supported, and treated fairly to do their best work.

Our Total Rewards is our way of saying: “We see you. We value you”. It’s more than just pay and benefits- it’s a meaningful investment in you. It is designed for you to perform, grow, feel safe, and elevate your potential to shine as an impact maker.

For this U.S. based position, the expected pay range is USD 86,400 - USD 129,600 per year. This pay range includes base pay and short-term incentives. The compensation range for this full-time position applies to candidates located within the United States. Our pay ranges are determined by reviewing roles of similar responsibility and level. Within the pay range, individual pay is determined by several factors including performance, knowledge, job-related skills, experience, and relevant education or training.

Schneider Electric is there when it matters most to you

Our Total Rewards package outlines all the benefits and support you’ll enjoy as part of the Schneider Electric team:

Care for Yourself and Your Family. We ensure you feel secure with benefits that help you and your family thrive: medical (with member reward points), dental, vision, and basic life insurance, Benefit Bucks, flexible work arrangements, paid family leaves, well-being programs, 12 holidays per year, and 15 days of paid time off per year.

Invest and Plan Your Future. We help you plan and invest for the future with competitive pay and programs including base salary, incentives, company share ownership, and 401(k) with match.

Grow Your Skills and Career. We support development through performance discussions, global opportunities, the Schneider Career Hub, and learning platforms like Coursera.

Team Up in the Workplace. We encourage collaboration, recognition, sharing your voice, and an inclusive workplace.

Support Your Community. We make a difference through volunteer leave, programs with the Schneider Electric Foundation, youth education initiatives, and military leave benefits.

If you believe this job posting is not compliant with applicable state pay transparency laws in the U.S., please notify the Company as soon as possible upon discovery by completing this form Job Posting Compliance Form.

When you are thinking about joining a new team, culture matters. At Schneider Electric, our values and behaviors are the foundation for creating a great culture to support business success. We believe that our IMPACT values – Inclusion, Mastery, Purpose, Action, Curiosity, Teamwork – starts with us.

IMPACT is also your invitation to join Schneider Electric where you can contribute to turning sustainability ambition into actions, no matter what role you play. It is a call to connect your career with the ambition of achieving a more resilient, efficient, and sustainable world.

We are looking for IMPACT Makers; exceptional people who turn sustainability ambitions into actions at the intersection of automation, electrification, and digitization. We celebrate IMPACT Makers and believe everyone has the potential to be one.

€40 billion global revenue

+9% organic growth

150 000+ employees in 100+ countries

Schneider Electric aspires to be the most inclusive and caring company in the world, by providing equitable opportunities to everyone, everywhere, and ensuring all employees feel uniquely valued and safe to contribute their best. We mirror the diversity of the communities in which we operate, and ‘inclusion’ is one of our core values. We believe our differences make us stronger as a company and as individuals and we are committed to championing inclusivity in everything we do.

At Schneider Electric, we uphold the highest standards of ethics and compliance, and we believe that trust is a foundational value. Our Trust Charter is our Code of Conduct and demonstrates our commitment to ethics, safety, sustainability, quality and cybersecurity, underpinning every aspect of our business and our willingness to behave and respond respectfully and in good faith to all our stakeholders. You can find out more about our Trust Charter here

Schneider Electric is an Equal Opportunity Employer. It is our policy to provide equal employment and advancement opportunities in the areas of recruiting, hiring, training, transferring, and promoting all qualified individuals regardless of race, religion, color, gender, disability, national origin, ancestry, age, military status, sexual orientation, marital status, or any other legally protected characteristic or conduct.