Executive Assistant to EVP, Global Operations

Aleron; San Jose (CA); On-site; USD 85,000 - 110,000; Full time

Job summary

Acara Solutions is seeking an Executive Administrative Assistant to support the Executive Vice President of Global Operations in San Jose, CA. This contract-to-hire role requires outstanding calendar management, travel coordination, and high-level confidential support.

You will handle complex scheduling, cross-functional communications, and critical administrative projects with professionalism and discretion, enabling senior leadership to focus on strategic priorities.

Qualifications

• Bachelor's degree or equivalent relevant experience.
• Minimum 7+ years of experience supporting senior leadership, including VP or C-level executives.
• Proven experience managing complex calendars, travel logistics, and executive priorities in a fast-paced environment.

Responsibilities

• Provide high-level confidential administrative support to the Executive Vice President of Global Operations.
• Manage complex and dynamic executive calendars, optimizing scheduling efficiency and prioritizing critical business needs.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa/passport processing.
• Prepare, review, and submit expense reports in compliance with company policies and timelines.
• Plan and coordinate executive meetings, including agenda preparation, materials development, and follow-up actions.
• Organize and support internal and external meetings, conference room setup, and catering arrangements as required.
• Act as a primary point of contact for incoming communications, ensuring timely responses and proper prioritization.
• Maintain and update organizational charts, contact lists, and departmental records.
• Manage TEAMS sites and support SharePoint access requests, content updates, and user permissions.
• Support cross-functional coordination by liaising with internal stakeholders, leadership teams, and external partners.
• Handle multiple projects simultaneously, ensuring timely execution and adherence to deadlines.
• Assist in purchase order creation, invoice tracking, and vendor coordination.
• Manage office operations, including supply inventory, ordering, and workspace/seat assignments.
• Coordinate IT equipment requests, onboarding/offboarding setup, and asset tracking.
• Prepare documentation for international shipments, including compliance with Global Transfer Systems requirements.
• Drive process improvements to enhance administrative efficiency and effectiveness.
• Maintain the highest level of professionalism, confidentiality, and discretion at all times.

Skills

MS Office

Calendar management

Travel coordination

Executive support

Communication

Attention to detail

Stakeholder management

Problem solving

Independent work

Professionalism

Education

Bachelor's degree or equivalent

Tools

Teams

SharePoint

Job description

Acara Solutions is seeking an Executive Administrative Assistant to support the Executive Vice President of Global Operations in San Jose, CA. This contract-to-hire role requires outstanding calendar management, travel coordination, and high-level confidential support.

You will handle complex scheduling, cross-functional communications, and critical administrative projects with professionalism and discretion, enabling senior leadership to focus on strategic priorities.