Executive Assistant

Talentify; San Carlos (CA); On-site; USD 63,000 - 94,000; Full time

Benefits offered by this job

Health insurance

Health savings account

Dental insurance

Vision insurance

Flexible spending accounts

Life insurance

Retirement plan

Job summary

Talentify in San Carlos, CA is seeking an Executive Assistant I to proactively manage a wide range of administrative duties for a member of the Executive Leadership team. You will handle calendar management, international travel, confidential correspondence, and executive communications.

The role requires 8+ years of administrative experience, 3–5 years supporting senior executives in international settings, and expert Microsoft Office skills with Outlook calendaring.

Qualifications

• 8+ years of progressively responsible administrative experience.
• 3–5 years of Executive Assistant experience supporting senior-level executives in an international setting.
• Advanced proficiency in Microsoft Office Suite with expert Outlook calendaring.
• Strong organizational skills with acute attention to detail.
• Ability to manage competing priorities independently.

Responsibilities

• Manage complex executive calendars and international travel; prepare itineraries and expense reports.
• Format and edit confidential documents and PowerPoint presentations.
• Coordinate meetings, catering, and conference logistics.
• Execute procurement via e-requisitions, POs, and vendor contracts.
• Provide recruiting and onboarding administrative support.
• Research and assemble data for administrative projects and events.
• Screen calls, uphold policies, and train junior staff.
• Maintain executive office supply inventory.

Skills

Calendar management

Travel planning

Executive support

Vendor procurement

Outlook calendaring

Attention to detail

Tools

Microsoft Office

PowerPoint

Outlook

Job description

Job Title: Executive Assistant I
Location: San Carlos, CA 94070
Pay rate: $46.00 – $68.00/hr
Work schedule: Standard Business Hours (Assignment End Date: 06/25/2027)

Overview

Reporting to a member of the Executive Leadership team, the Executive Assistant I proactively manages a wide range of advanced and routine administrative duties under limited direction. This role requires executing high-level calendar management, international travel arrangements, confidential correspondence, presentation design, cross-functional project support, and vendor procurement while maintaining strict confidentiality and absolute discretion.

Job Specifications

• Manage complex executive calendars, organize intricate domestic/international travel, prepare detailed itineraries, and process expense reports
• Format, compose, and edit confidential documents, complex presentations in PowerPoint, and executive correspondence
• Coordinate on-site and off-site meetings and conferences, including catering setup, agenda preparation, and SharePoint pre-read distribution
• Execute procurement activities by establishing e-requisitions, purchase orders, and vendor/consultant contracts
• Provide recruiting and onboarding administrative support, including resume coordination and interview scheduling
• Research, analyze, and assemble data for administrative projects, special company events, and organizational initiatives
• Screen telephone calls, manage inquiries regarding corporate policies/procedures, and train or direct junior administrative staff
• Maintain and replenish executive office supply inventory
• Minimum 8 years of progressively responsible administrative experience required
• 3 to 5 years of Executive Assistant experience supporting senior-level executives in an international corporate setting required
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with expert-level Outlook calendaring skills required
• High level of organizational ability, acute attention to detail, and proven track record handling competing priorities independently

Benefits (employee contribution):

• Health insurance
• Health savings account
• Dental insurance
• Vision insurance
• Flexible spending accounts
• Life insurance
• Retirement plan

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Rate of pay within the stated range will depend on the qualification of the applicant.

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.