Executive Assistant

SeemaS Inc.; Santa Clara (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

SeemaS Inc. in Santa Clara, CA is seeking an Executive Assistant to support our Director of Business Operations and the executive team. You will manage calendars, coordinate travel, prepare meeting materials, and handle on-site logistics for in-person meetings.

This role partners with engineering, R&D, marketing and operations, offering exposure to multiple business areas and growth opportunities as you take on projects and improve processes with discretion and professionalism.

Qualifications

• Bachelor's degree is required.
• Excellent written and verbal communication skills.
• High level of discretion and professionalism handling confidential information.
• Strong organizational skills and comfort managing competing priorities.
• Proficiency with standard productivity and collaboration tools (e.g., Google Workspace, Slack, MS365).
• Proactive and resourceful, with good judgment in ambiguous, fast-changing situations.
• Communicate effectively, concise when needed, detailed when necessary.
• Anticipating needs before they arise.
• Has a 'no job is too small' attitude and takes on challenges with enthusiasm.

Responsibilities

• Manage calendars and scheduling across multiple stakeholders
• Coordinate domestic and international travel, including itineraries and logistics
• Prepare meeting agendas, briefing materials, and follow-up notes
• Process expense reports and coordinate with vendors on routine invoices
• Support office operations, team events, and ad hoc projects as they come up
• Handle sensitive business, legal, and financial information with strict confidentiality
• Support other administrative tasks across different projects as needed, with room to grow into a specialized role in marketing, operations, product, etc.

Skills

Calendar management

Travel coordination

Meeting preparation

Expense reporting

Office operations

Confidential information handling

Cross-functional collaboration

Education

Bachelor's degree

Tools

Google Workspace

Slack

MS365

Job description

About SeemaS, Inc.

At SeemaS, we’re transforming the corporate tax compliance landscape with our AI-driven platform, designed to simplify and streamline tax management for businesses worldwide. Our innovative solution autonomously handles complex tax compliance tasks, including tax planning, economic analysis, and global documentation. By harnessing the power of artificial intelligence, SeemaS reduces the burden of manual tax compliance, enabling companies to focus on growth and strategy. Whether navigating international tax laws or ensuring regulatory alignment, SeemaS delivers accuracy, transparency, and efficiency at every step.

About the Role

SeemaS Inc. is looking for an Executive Assistant to support our Director of Business Operations and broader executive team. This role is focused on keeping the day-to-day administrative essentials running smoothly - calendar, correspondence, and meeting prep - along with on-site logistics for in-person meetings at Santa Clara, CA office. This role will also be assigned periodic projects that work closely with the various teams at SeemaS spanning engineering, R&D, marketing and operations. Over time, the role will gain exposure to a range of different business areas, with the opportunity to grow the role based on skills and interests.

Key Responsibilities

• Manage calendars and scheduling across multiple stakeholders
  
• Coordinate domestic and international travel, including itineraries and logistics
• Prepare meeting agendas, briefing materials, and follow-up notes
• Process expense reports and coordinate with vendors on routine invoices
• Support office operations, team events, and ad hoc projects as they come up
• Handle sensitive business, legal, and financial information with strict confidentiality
• Support other administrative tasks across different projects as needed, with room to grow into a specialized role in marketing, operations, product, etc.
  

Basic Qualifications

• Bachelor's degree
• Excellent written and verbal communication skills
• High level of discretion and professionalism handling confidential information
• Strong organizational skills and comfort managing competing priorities
• Proficiency with standard productivity and collaboration tools (e.g., Google Workspace, Slack, MS365)
• Proactive and resourceful, with good judgment in ambiguous, fast-changing situations
  
• Communicate effectively, concise when needed, detailed when necessary
  
• Anticipating needs before they arise
• Has a "no job is too small" attitude and takes on challenges with enthusiasm

Preferred Qualifications

• 3+ years of experience as an Executive Assistant supporting senior leadership, ideally at a startup