Executive Assistant to Chief Executive Officer

Magnit Global; San Carlos (CA); Sur place; USD 90 000 - 130 000; Plein temps

Résumé du poste

Magnit Global in San Carlos, CA, is seeking a Senior Coordinator, Office of the CEO. This role provides high-level coordination and operational support to help the Office of the CEO run effectively, including briefs, meeting logistics, and material preparation.

You will partner with the Executive Assistant to prep daily briefs, coordinate board and executive activities, manage calendars, and adapt to fast-paced, cross-time-zone demands using approved AI tools, while maintaining discretion and

Qualifications

• 5+ years of experience in executive coordination or high-level admin support.
• Ability to coordinate complex executive meetings across multiple time zones.
• Excellent PowerPoint and Excel skills for polished materials.
• Proficiency with Microsoft Copilot and approved AI tools.
• Strong written and verbal communication with discretion.
• Professional, collaborative, and detail‑oriented in a fast-paced environment.

Responsabilités

• Prepare daily executive briefs combining schedules, priorities, and pre-reads.
• Schedule and coordinate high-priority executive meetings and board activities.
• Prepare agendas, briefing documents, and materials for meetings.
• Support planning for conferences, investor events, and leadership meetings.
• Create polished PowerPoint presentations and organize data in Excel.
• Use AI tools to improve meeting prep while maintaining confidentiality.
• Provide calendar management and resolve scheduling conflicts.
• Coordinate with senior leaders, internal teams, and external stakeholders.
• Manage last‑minute changes and escalate issues appropriately.
• Provide discreet operational support and additional coordination as needed.

Connaissances

Executive coordination

Cross-timezone planning

PowerPoint

Excel

Microsoft Copilot

Communication

Discretion

Team collaboration

Description du poste

Duration : 6 Months (Possibilities of Extensions)

Job Summary:

The Senior Coordinator, Office of the CEO, provides high-level coordination and operational support to help the Office of the CEO run effectively. Reporting to the Executive Assistant to the CEO, this role partners closely with the Office of the CEO team to prepare daily executive briefs, coordinate executive and Board‑related activities, develop high‑quality materials, and ensure meetings and priorities are organized and executed with precision. The role includes some scheduling and calendar management but is broader than a traditional administrative assistant position, requiring strong judgment, proactive follow‑through, comfort with technology and AI tools, and the ability to manage changing priorities and last‑minute needs in a fast‑paced global environment. The individual is expected to be in the San Carlos office full‑time.

Essential Functions of the Job

• Executive Briefing and Daily Readiness: Partner to prepare daily executive briefs that bring together schedules, pre‑reads, priorities, reminders, and other information needed for the CEO’s day.
• Executive Meeting Coordination: Schedule and coordinate high‑priority internal and external executive meetings, manage attendee availability across time zones, organize logistics, and respond quickly to changes.
• Meeting Materials and Follow‑Through: Support the Office of the CEO staff with preparing agendas, presentations, pre‑reads, briefing documents, attendee information and other supporting materials as needed.
• Conference and Executive Engagement Coordination: Support planning for medical congresses, investor events, leadership meetings, board meetings, and other executive engagements, including scheduling, attendee coordination, meeting suites, meals, materials, and on‑site logistics as needed.
• Presentation and Data Support: Create and refine polished PowerPoint presentations and use Excel to organize, analyze, and present information clearly for executive audiences.
• AI‑Enabled Ways of Working: Use Microsoft Copilot and other approved AI tools to improve the speed and quality of meeting preparation, summaries, drafts, presentations, and routine coordination while exercising appropriate judgment and confidentiality.
• Calendar and Scheduling Support: Provide selected calendar management and scheduling support in coordination with the Executive Assistant, including resolving conflicts, confirming details, and maintaining accurate information.
• Stakeholder Coordination: Serve as a professional, customer‑focused point of coordination for senior leaders, Board‑related contacts, internal teams, and external stakeholders.
• Rapid Response and Problem Solving: Manage last‑minute schedule changes, competing priorities, and time‑sensitive issues calmly and effectively; anticipate needs, identify solutions, and elevate appropriately.
• Confidential and Operational Support: Handle sensitive information with discretion and provide additional coordination, document preparation, correspondence, and project support as business needs evolve.
• Provide additional support as needed, including coordinating lunches, setting up and cleaning meeting rooms, and maintaining a welcoming and organized office environment.

Required Qualifications:

• 5+ years of experience in executive coordination, project coordination, business operations, or high‑level administrative support; experience supporting senior executives is highly preferred.
• Demonstrated ability to coordinate complex executive meetings, participants, materials, and logistics across multiple time zones.
• Excellent PowerPoint skills, with the ability to create polished, accurate, executive‑ready presentations and briefing materials.
• Strong Excel skills, including the ability to organize, track, analyze, and clearly present information.
• Proficiency with Microsoft Copilot and approved AI tools or demonstrated ability to adopt new digital tools quickly and use them responsibly.
• Exceptional written and verbal communication skills, including the ability to draft clear, concise materials and communicate confidently with senior leaders and external stakeholders.
• Professional demeanor and strong executive presence, with sound judgment, discretion, and respect for confidentiality.
• Highly collaborative by embracing the fluid and fast‑paced nature of the department, where team members actively support one another, adapt to shifting needs, and pivot quickly and frequently to ensure seamless day‑to‑day operations.
• Highly organized and detail‑oriented, with the ability to manage multiple priorities, maintain accuracy, and follow through on commitments.
• Customer‑focused and service‑oriented, with a collaborative approach and the ability to build effective relationships across functions, levels, and geographies.
• Change agile and comfortable operating in a fast‑paced environment with ambiguity, shifting priorities, and frequent last‑minute changes.
• Calm and resourceful under pressure, with the ability to assess urgent situations, solve problems quickly, and elevate when appropriate.
• Proactive, responsive, and accountable, with the ability to anticipate needs and work independently while staying closely aligned with the Executive Assistant and the broader Office of the CEO team.
• Strong commitment to teamwork, continuous improvement, and high‑quality executio