Executive Assistant

Icon Consultants; San Francisco (CA); Hybride; USD 41 000 - 48 000; Temps partiel

Résumé du poste

Icon Consultants in San Francisco is seeking an Executive Assistant for a 2-month W2 contract with a potential extension. The hybrid role requires presence in the office on Tue, Wed, and Thu, supporting multiple leaders within the Global Talent Acquisition organization.

The position emphasizes calendar management, meeting preparation across time zones, travel coordination, and operational support to keep a fast-paced team running smoothly.

Qualifications

• Minimum 2+ years of administrative experience.
• Minimum 4+ years of administrative experience.
• Experience supporting a VP-level leader or Director-level leader in a global business.
• Bachelor's degree or equivalent practical experience.
• Demonstrated experience with Google Workspace, including Google Calendar.
• Experience supporting multiple leaders simultaneously.
• Excellent written and verbal communication skills.

Responsabilités

• Manage complex calendars for multiple leaders using Google Calendar.
• Vet and prioritize meeting requests based on shifting business needs.
• Prepare meetings with necessary context, materials, and cross-time-zone coordination.
• Take notes, track action items, and manage follow-ups.
• Navigate global hybrid logistics and support a global organization.
• Coordinate leadership meetings, team events, All Hands, summits, and offsites.
• Arrange domestic and international travel and process expense reports.
• Support onboarding and other team operational needs.

Connaissances

Calendar management

Schedule coordination

Travel arrangement

Cross-functional collaboration

Communication skills

Formation

Bachelor's degree

Outils

Google Workspace

Google Calendar

Description du poste

Job Description

Job Description

** Executive Assistant**

Location: San Francisco, CA 94103 (Hybrid - Tues, Weds, Thurs in office)
Job Type: 2 month W2 Contract (Possibility to Extend)
Pay Rate: $30 - $35 / Hour

Are you a proactive, highly organized professional who thrives in a fast-paced, global environment? We are seeking an Executive Assistant to provide comprehensive support to multiple leaders within our Global Talent Acquisition organization.

In this role, you will anticipate the needs of our leaders and teams, solve complex operational challenges before they arise, and work closely with cross-functional partners across Talent Acquisition and the broader People organization.

What You'll Do

• ** Calendar & Schedule Management:** Manage complex calendars for multiple leaders using Google Calendar, vetting and prioritizing requests based on rapidly shifting business needs.
• ** Meeting Preparation:** Ensure leaders arrive prepared and on time with necessary context, materials, and coordination across global time zones.
• ** Meeting Contribution:** Support leadership and team meetings by taking notes, tracking action items, and managing follow-ups.
• ** Global & Hybrid Logistics:** Navigate the intricacies of supporting a global organization within a complex conference room and hybrid working environment.
• ** Event Coordination:** Partner with fellow EABPs to plan leadership meetings, team events, All Hands, summits, and offsites.
• ** Travel & Expenses:** Coordinate domestic and international travel arrangements (including visa processing and detailed itineraries), process expense reports, and manage team morale budgets.
• ** Project Tracking:** Follow up on project deadlines, action items, and deliverables, while assisting with onboarding and team operational needs.
• ** Operational Backup:** Provide support for facility/space planning logistics and offer backup coverage for leaves or administrative vacancies as needed.

Qualifications

Basic Qualifications

• Minimum 2+ years of administrative experience.

Preferred Qualifications

• Minimum 4+ years of administrative experience.
• Minimum 2+ years of experience supporting a VP-level leader or above in any scoped business, or a Director-level leader or above in a global business.
• Bachelor's degree or equivalent practical experience.
• Demonstrated experience with Google Workspace, including Google Calendar.
• Experience supporting multiple leaders simultaneously.
• Excellent written and verbal communication skills.