Executive Assistant (Hybrid in Mountain View, CA)

The Mom Project; Mountain View (CA); Hybrid; USD 69,000 - 96,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401k

Job summary

The Mom Project is seeking an Executive Assistant on a contract basis to support critical business needs in Mountain View, CA. The role is hybrid onsite with in-office days Tuesday through Thursday and requires strong calendar, travel, expense, and admin skills.

You will support managers and teams, coordinate meetings, manage travel and expenses, and ensure policy compliance. This opportunity offers contractor benefits via a third-party employer of record and comprehensive healthcare options.

Qualifications

• Calendar & Meeting Management: Scheduling and coordinating department meetings and events.
• Travel Coordination: Booking domestic/international travel against written policy.
• Expense / Financial Support: Submitting expense reports in line with policy.
• Administrative support: PO creation/accruals and check requests.
• Tools: MS Office / Google Suite, Travel platforms Concur/Amex GBT, Outlook/Calendar/Slack/Web Conferencing.

Responsibilities

• Typically supports a manager, or group of managers.
• Supports manager(s) and their teams; adapts to a global environment.
• Helps coordinate meeting logistics with direct guidance from manager and team.
• May assist other EAs across the team.
• May provide input but very limited decision-making within a defined framework.
• Receives day-to-day assistance in prioritizing work from leader; executes with direct guidance.
• Assists with scheduling and coordinating department meetings and events.
• Understands and adheres to travel policy when assisting, compiling and researching travel arrangements — meeting setup, lodging, transportation, meals.
• Understands and adheres to expense policy when assisting with submitting expense reports; provides administrative support with PO creation/accruals and check requests.

Skills

Calendar Management

Travel Coordination

Expense Reporting

Administrative Support

Communication

Tools

MS Office

Google Suite

Concur

Amex GBT

Outlook

Slack

Web Conferencing

Job description

Please note, that all applicants applying for US job openings must be legally authorized to work in the United States.***

Our Customer is a business and financial software company that develops and sells financial, accounting, and tax preparation software and related services for small businesses, accountants, and individuals. They are laser-focused on their customers, live and breathe innovation, and champion those who dare to dream. Their Mission is powering prosperity around the world. They do it by attracting the world’s top talent, bringing vital partners into their global platform, and leaving the world a better place through exceptional corporate citizenship.

We are seeking an Executive Assistant on a contract basis to support our Customer’s business needs. This role is hybrid onsite in Mountain View, CA. In office days are Tuesday, Wednesday, Thursday.

Responsibilities

• Typically supports a manager, or group of managers.
• Supports manager(s) and their teams; adapts to a global environment.
• Helps coordinate meeting logistics with direct guidance from manager and team.
• May assist other EAs across the team.
• May provide input but very limited decision-making responsibility within an established, well‑understood framework.
• Receives day‑to‑day assistance in prioritizing work from leader; executes with direct guidance.
• Assists with scheduling and coordinating department meetings and events.
• Understands and adheres to travel policy when assisting, compiling and researching travel arrangements — meeting set‑up, lodging, transportation, meals.
• Understands and adheres to expense policy when assisting with submitting expense reports; provides administrative support with PO creation/accruals and check requests.

Qualifications

• Calendar & Meeting Management:
• Scheduling and coordinating department meetings and events.
• Basic calendar triage under direct guidance from manager.
• Travel Coordination:
• Booking domestic/international travel against written policy — flights, lodging, transportation, meals
• Compiling and researching travel arrangements and meeting logistics.
• Expense / Financial Support:
• Submitting expense reports in line with policy.
• Administrative support with PO creation/accruals and check requests.
• Tools:
• MS Office / Google Suite.
• Travel and expense platforms (Concur, Amex GBT, or equivalent).
• Outlook/Google Calendar, Slack, web conferencing.
• Working style:
• Executes with direct guidance — this level is not expected to work independently on ambiguous requests.
• Flags exceptions and policy questions to a manager rather than resolving them solo.
• Clear, professional communication with peers and team members.

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements) Benefits include: Medical, Dental, Vision, 401k.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.