Executive Assistant

Madrona Venture Labs; Santa Clara (CA); On-site; USD 134,000 - 149,000; Full time

Job summary

Cohesity is seeking a dynamic Executive Assistant to support senior leaders within the engineering organization. This role requires a proactive, adaptable individual who thrives in a fast-paced environment and enjoys taking ownership of administrative responsibilities to enhance organizational efficiency.

The position involves complex calendar management, travel coordination, meeting planning, and cross-functional collaboration.

Qualifications

• Associate degree in Business Administration or related field, or equivalent experience.
• Minimum of 10 years supporting senior leaders in fast-paced environments.
• Exceptional organizational, time management, and multitasking abilities.
• Excellent written and verbal communication across all levels.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Manage complex calendars and coordinate meetings.
• Draft executive correspondence with accuracy and tone.
• Plan detailed travel itineraries with changes when needed.
• Foster relationships internally and externally for executives.
• Handle conflicting priorities with urgency and follow-through.
• Gatekeeper to safeguard executives' time.
• Plan all-hands meetings, team-building, and onboarding.
• Review and edit documents; coordinate calls; use MS Office/Google Workspace/Zoom.
• Process reimbursements and expense reports; ensure policy compliance.
• Oversee conference rooms, catering, and office space.
• Maintain strict confidentiality of sensitive matters.
• Work independently or on projects to support objectives.

Skills

Organizational skills

Time management

Multitasking

Communication skills

Confidentiality

Adaptability

Interpersonal skills

AI tools for productivity

Education

Associate degree in Business Administration or related field

Tools

Microsoft Office

Google Workspace

Zoom

NetSuite

Workday

Job description

Cohesity is a leader in AI-powered data security and management. Aided by an extensive ecosystem of partners, Cohesity makes it easy to secure, protect, manage, and get value from data — across the data center, edge, and cloud. Cohesity helps organizations defend against cybersecurity threats with comprehensive data security and management capabilities, including immutable backup snapshots, AI-based threat detection, monitoring for malicious behavior, and rapid recovery at scale. We’ve been named a Leader by multiple analyst firms and have been globally recognized for Innovation, Product Strength, and Simplicity in Design. Join us on our mission to shape the future of our industry.

Cohesity is seeking a dynamic and detail-oriented Executive Assistant to support key senior leaders within the engineering organization. This role requires a proactive, adaptable individual who thrives in a fast-paced environment and enjoys taking ownership of administrative responsibilities to enhance organizational efficiency. The ideal candidate is a people-oriented professional with strong organizational and communication skills who can seamlessly manage multiple priorities while representing our leaders with professionalism and enthusiasm.

HOW YOU'LL SPEND YOUR TIME HERE

• Manage complex and dynamic calendars, schedule appointments, and coordinate meetings, ensuring seamless organization.
• Draft and prepare executive correspondence and documentation with attention to accuracy and tone.
• Plan and organize detailed travel itineraries, including last-minute changes when needed.
• Act as a liaison to foster strong relationships internally and externally, representing the executives with positivity and professionalism.
• Handle conflicting priorities with urgency, ensuring timely and effective follow-through on tasks and projects under tight deadlines.
• Serve as a "gatekeeper" to safeguard the executives' time, managing access and balancing focus areas.
• Plan and assist with departmental all-hands meetings, team-building activities, and onboarding processes.
• Review and edit documents, coordinate conference and video calls, and leverage systems such as Microsoft Suite, Google Workspace, Zoom, NetSuite, and Workday to streamline operations.
• Process reimbursements and expense reports, ensuring compliance with financial policies.
• Oversee conference room reservations, catering arrangements, and office space allocation as required.
• Maintain strict confidentiality regarding sensitive organizational and personal matters.
• Work independently or collaboratively on non-recurring and ongoing projects to support organizational objectives.

WE'D LOVE TO TALK TO YOU IF YOU HAVE MANY OF THE FOLLOWING

• Associate degree in Business Administration or a related field, or equivalent professional experience.
• Minimum of 10 years of progressive experience supporting senior leaders in a fast-paced business environment.
• Exceptional organizational, time management, and multitasking abilities.
• Outstanding written and verbal communication skills, with the ability to interact effectively at all levels.
• Proficiency in Microsoft Office, Google Workspace, and video conferencing tools such as Zoom.
• Familiarity with systems like NetSuite, Workday, and other relevant tools is a plus.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
• A proactive and adaptable mindset, able to respond effectively to changing priorities.
• Strong interpersonal skills and a customer-focused approach.
• A balance of professionalism and a sense of humor helps maintain a positive and engaging work environment.
• Demonstrated ability to leverage AI tools to enhance productivity, streamline workflows, and support decision making.

Disclosure Pursuant to Applicable State Equal Pay Transparency Laws - This position has a starting pay range as listed below. Actual salary depends upon many factors, including a candidate’s skills, qualifications and experience, location, and salary expectations, and therefore a starting salary at the low end, high end, or even above the stated range may be offered. This position may also be eligible for bonus compensation, commission (if in a sales function), and/or equity grants. Additionally, full-time employees are eligible to participate in our comprehensive

Pay Range :

$134,100.00-$149,000.00

The compensation noted above is based on an annualized hourly rate assuming normal full-time employment.

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Equal Employment Opportunity Employer (EEOE)

Cohesity is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, sexual orientation, national origin or nationality, ancestry, age, disability, gender identity or expression, marital status, veteran status or any other category protected by law.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact us at 1-855-9COHESITY or [e-mail] for assistance.

In-Office Expectations

Cohesity employees who are within a reasonable commute (e.g. within a forty-five (45) minute average travel time) work out of our core offices 2-3 days a week of their choosing.

We strongly prefer candidates who are currently located in or near the designated job location. Candidates outside the area should apply only if they are committed to relocating prior to their start date and have the legal right to work in the job location.