Executive Assistant (Part-Time)

Insight Global; Palo Alto (CA); On-site; USD 70,000 - 100,000; Full time

Job summary

Insight Global is seeking an experienced Executive Assistant to support a senior leader in Palo Alto, CA. You will manage a complex calendar, coordinate meetings across time zones, and handle travel planning and expense reporting.

In this fast-paced role, you will partner with the executive, organize priorities, and ensure follow-ups are completed. Strong written and verbal communication, discretion, and superb organizational skills are essential.

Qualifications

• Previous Executive Assistant or Senior Administrative Assistant experience.
• Strong calendar management and scheduling expertise.
• Experience supporting senior leaders or executives.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail.
• Ability to independently prioritize work and manage multiple tasks simultaneously.
• Proficiency with Microsoft Office, Outlook, Teams, and common scheduling tools.
• Ability to work PST business hours.
• Experience supporting executives within a technology company.
• Experience coordinating across multiple stakeholders and time zones.
• Familiarity with travel planning and expense management systems.
• Proven ability to operate with discretion and professionalism when handling confidential information.

Responsibilities

• Calendar & Meeting Management: Manage a complex executive calendar, coordinate meetings across stakeholders and time zones, identify optimal meeting times, and create meeting invites and simple agendas.
• Executive Support: Act as a trusted partner to the executive by tracking priorities, maintaining task lists, organizing follow-ups, and helping ensure key commitments are completed.
• Communication Coordination: Facilitate internal and external communication, respond to routine messages, and coordinate meetings and introductions on the executive's behalf.
• Travel & Expense Management: Book flights, hotels, and transportation, while preparing and submitting expense reports and maintaining supporting documentation.
• Administrative Operations: Leverage scheduling and productivity tools to keep the executive organized, focused on priorities, and operating efficiently in a fast-paced environment.
• Project & Task Tracking: Monitor ongoing action items, provide reminders, assist with prioritization, and drive accountability for key deliverables and deadlines.

Skills

Executive assistance experience

Calendar management

Scheduling expertise

Communication skills

Organizational skills

Task prioritization

Microsoft Office / Outlook / Teams

Scheduling tools

PST hours

tech company experience

multi-stakeholder coordination

Travel planning & expenses

Discretion & professionalism

Tools

Microsoft Office

Outlook

Teams

Job description

Job Description

• Calendar & Meeting Management: Manage a complex executive calendar, coordinate meetings across stakeholders and time zones, identify optimal meeting times, and create meeting invites and simple agendas.
• Executive Support: Act as a trusted partner to the executive by tracking priorities, maintaining task lists, organizing follow-ups, and helping ensure key commitments are completed.
• Communication Coordination: Facilitate internal and external communication, respond to routine messages, and coordinate meetings and introductions on the executive's behalf.
• Travel & Expense Management: Book flights, hotels, and transportation, while preparing and submitting expense reports and maintaining supporting documentation.
• Administrative Operations: Leverage scheduling and productivity tools to keep the executive organized, focused on priorities, and operating efficiently in a fast-paced environment.
• Project & Task Tracking: Monitor ongoing action items, provide reminders, assist with prioritization, and drive accountability for key deliverables and deadlines.

Skills and Requirements

• Previous Executive Assistant or Senior Administrative Assistant experience
• Strong calendar management and scheduling expertise
• Experience supporting senior leaders or executives
• Excellent written and verbal communication skills
• Highly organized with strong attention to detail
• Ability to independently prioritize work and manage multiple tasks simultaneously
• Proficiency with Microsoft Office, Outlook, Teams, and common scheduling tools
• Ability to work PST business hours
• Experience supporting executives within a technology company
• Experience coordinating across multiple stakeholders and time zones
• Familiarity with travel planning and expense management systems
• Proven ability to operate with discretion and professionalism when handling confidential information

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances.