Executive Assistant

VeeAR Projects Inc.; Sunnyvale (CA); On-site; USD 80,000 - 100,000; Part time

Job summary

A leading technology firm in Sunnyvale is seeking an experienced Executive Assistant to support two Senior Directors. Responsibilities include managing complex calendars, coordinating travel arrangements, and ensuring effective communication across teams. The ideal candidate should have over eight years of Executive Assistant experience and strong problem-solving abilities. This is a contract position with a focus on supporting the administrative needs of the Information Technology and Engineering functions.

Qualifications

• Eight plus years of Executive Assistant experience supporting Vice President or Sr Director level.
• Excellent written and verbal communication skills with a strong sense of professionalism.
• Extensive calendar management experience.

Responsibilities

• Manage calendars for two Sr Directors and prioritize meetings.
• Arrange domestic and international travel and coordinate team events.
• Coordinate cross-functional meetings across locations to ensure effective communication.

Skills

Calendar management

Problem-solving

Communication skills

Organizational skills

Tools

Calendar

Numbers

Keynote

Job description

Overview

You will be an Executive Assistant to two Sr Directors. Daily activities include challenging calendar management, coordinating meetings and video/conference calls, and actively utilizing problem-solving abilities as challenges arise. Scheduling domestic and international travel and arranging team off-sites and events will be regular tasks. Support will include coordinating cross-functional meetings across various locations/time zones, ensuring great communication and collaboration. You will also support team events throughout the year, bringing creativity and attention to detail to team needs and activities.

Responsibilities

• Manage calendars for two Sr Directors, prioritize meetings, coordinate video/conference calls, and resolve scheduling conflicts proactively.
• Arrange domestic and international travel and coordinate team off-sites and events.
• Coordinate cross-functional meetings across locations and time zones to ensure effective communication and collaboration.
• Support team events throughout the year with attention to detail and creativity.
• Monitor and address scheduling needs and adapt to changes with a calm, professional demeanor.

Minimum Qualifications

• Eight plus years of Executive Assistant experience supporting Vice President or Sr Director level.
• Proficient in calendar management, complex travel arrangements, expense reports, and facilities requests.
• Excellent written and verbal communication skills with a strong sense of professionalism.
• Extensive calendar management experience.

Preferred Qualifications

• Proficiency in Calendar, Numbers, and Keynote.
• Strong written and verbal communication skills with professionalism and tact when interacting with senior executives and team members.
• Resourceful problem-solver who can prioritize and manage multiple tasks in a multifaceted environment.
• Ability to work autonomously with integrity and discretion when handling sensitive information.
• Proven track record of meeting deadlines and taking initiative to make well-informed decisions.
• Experience managing complex calendars, prioritizing meetings and video calls, and proactively resolving scheduling conflicts.
• Ability to notice trends, anticipate needs, and respond calmly to changes.
• Excellent organizational skills, attention to detail, and ability to multitask in a fast-paced environment.
• Strong interpersonal skills with the ability to build cross-functional relationships and collaborate with other executive assistants.
• Can-do attitude; no task is too big or small.
• Ability to handle conflicts appropriately and know when to escalate issues or apply common sense.

Seniorities and Employment

• Seniority level: Mid-Senior level
• Employment type: Contract
• Job function: Information Technology and Engineering
• Industries: Administrative and Support Services, Information Services, and Software Development

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