Senior Executive Administrative Assistant & Operations Lead

Motion Recruitment; San Rafael (CA); On-site; USD 51,000 - 55,000; Full time

Job summary

Motion Recruitment is seeking an Executive Administrative Assistant in San Rafael, CA. This onsite role supports senior executives with calendar management, correspondence, and event coordination, while handling confidential documents and operational workflows.

Requires 5–7+ years of experience, strong multitasking, and advanced MS Office skills. The position offers a stable, longer-term contract with daily on-site responsibilities and close interaction with the executive team.

Qualifications

• Experience: Typically 5–7+ years in administrative support, preferably supporting managers, directors, or senior executives.
• Executive coordination: Proven ability to manage complex calendars, meetings, events, deadlines, and shifting priorities.
• Organization and initiative: Strong prioritization skills; anticipates needs, follows through, and works effectively in a fast-paced environment.
• Communication: Strong written and verbal skills, including preparing detailed correspondence and tailoring messages to the audience.
• Judgment and discretion: Handles confidential personnel and business information responsibly and makes sound decisions within role authority.
• Technical proficiency: Basic-to-intermediate knowledge of at least two Microsoft Office applications, such as Word, Excel, PowerPoint, or Access; comfortable with email and standard office equipment.
• Education: High School Diploma - Bachelor’s degree preferred.

Responsibilities

• Coordinate complex calendars, meetings, executive events, and related logistics.
• Prepare, review, and edit correspondence, presentations, and other business materials.
• Process confidential documents and support timekeeping and administrative workflows.
• Manage office supplies, equipment, and general office operations.
• Prioritize competing requests, anticipate needs, resolve routine issues, and escalate when needed.
• Communicate with executives, colleagues, and internal and external stakeholders.

Skills

Calendar management

Executive coordination

Communication

Organization

Discretion

Time management

Education

High School Diploma

Tools

Microsoft Office

Job description

Motion Recruitment is seeking an Executive Administrative Assistant in San Rafael, CA. This onsite role supports senior executives with calendar management, correspondence, and event coordination, while handling confidential documents and operational workflows.

Requires 5–7+ years of experience, strong multitasking, and advanced MS Office skills. The position offers a stable, longer-term contract with daily on-site responsibilities and close interaction with the executive team.