Sr. Executive Assistant

Gilder Search Group; Hayward (CA); On-site; USD 95,000 - 125,000; Full time

Job summary

Gilder Search Group in Hayward, CA seeks an experienced Senior Executive Assistant onsite to partner with the CEO, manage complex calendars, travel, and communications, while safeguarding confidential information.

The role involves coordinating executive support, board materials, and cross-functional collaboration in a fast-paced, high-growth environment within the semiconductor/tech/industrial sectors.

Qualifications

• Bachelor's degree in Business Administration or a related field.
• 7+ years of experience supporting senior executives, including C-suite.
• Experience managing complex executive calendars and international travel.
• Background supporting executives within a global or large corporate environment.
• Exceptional written and verbal communication skills.
• Advanced proficiency with Microsoft Office, Outlook, Teams, PowerPoint, SharePoint.

Responsibilities

• Manage CEO's complex calendar and travel arrangements.
• Screen communications, prepare briefing materials, and coordinate meetings.
• Coordinate executive visits, board materials, and VIP engagements.
• Prepare expense reports and maintain confidential records.
• Draft executive correspondence and presentations.
• Organize board meetings and distribution of materials.
• Maintain organized executive files and professional documentation.

Skills

Executive calendar management

Travel coordination

Communications

Discretion and professionalism

Problem solving

Prioritization

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Outlook

Teams

PowerPoint

SharePoint

Job description

Senior Executive Assistant (Onsite | Hayward, CA)

Join a High-Growth Industry with Unlimited Opportunity

Are you an experienced Executive Assistant who thrives in a fast-paced, high-impact environment? We're seeking a polished, proactive professional to become the trusted partner to our Chief Executive Officer. This is more than an administrative role—it's an opportunity to work alongside executive leadership, influence strategic initiatives, and gain exposure to one of the world's most innovative and rapidly growing industries.

You'll be part of a collaborative organization that values initiative, professionalism, and continuous improvement while offering opportunities for personal growth, professional development, and long-term career advancement.

Position Summary

The Senior Executive Assistant serves as the CEO's primary administrative partner, ensuring the efficient operation of the Office of the CEO. This individual will manage executive scheduling, travel, communications, meetings, and confidential business matters while anticipating needs, solving problems proactively, and allowing the CEO to remain focused on driving the business forward.

This role works closely with executive leadership, customers, Board members, and external stakeholders and requires exceptional organization, discretion, professionalism, and the ability to thrive in a dynamic global environment.

Key Responsibilities

Executive Support

• Manage and optimize the CEO's complex calendar, balancing competing priorities.
• Coordinate domestic and international travel, including itineraries, accommodations, transportation, visas, and contingency planning.
• Screen and prioritize communications, meeting requests, and correspondence.
• Prepare expense reports and maintain confidential records.
• Coordinate executive visits, customer meetings, leadership events, and VIP engagements.
• Build strong relationships with executive leadership, internal teams, and external partners.
• Handle highly confidential information with professionalism and discretion.

Meeting & Executive Coordination

• Organize executive leadership meetings, business reviews, planning sessions, and off-site events.
• Prepare agendas, executive briefing materials, and presentation packets.
• Coordinate meeting logistics, virtual platforms, catering, and room scheduling.
• Record meeting notes, action items, and distribute timely follow-up summaries.

Board Support

• Coordinate logistics and materials for Board of Directors meetings.
• Review executive presentations for quality, consistency, and readiness.
• Assist with preparation and distribution of Board documentation.

Executive Communications

• Draft executive correspondence, presentations, announcements, and talking points.
• Prepare briefing materials for customer visits, leadership meetings, travel, and town halls.
• Gather and summarize information from cross-functional leaders into concise executive updates.
• Ensure communications are polished, accurate, and aligned with executive priorities.

Office Administration

• Serve as the primary administrative contact for the Office of the CEO.
• Continuously improve administrative processes and workflows.
• Maintain organized executive files, presentations, and confidential documentation.
• Represent the Office of the CEO with professionalism, responsiveness, and discretion.

Qualifications

Required

• Bachelor's degree in Business Administration or a related field required
• 7+ years supporting senior executives, including C-suite leadership; CEO support strongly preferred.
• Experience managing complex executive calendars and international travel.
• Background supporting executives within a global or large corporate environment.
• Exceptional written and verbal communication skills.
• Outstanding organizational and multitasking abilities.
• High level of professionalism, discretion, and sound judgment.
• Advanced proficiency with Microsoft Office, Outlook, Teams, PowerPoint, SharePoint, and related business software.

Preferred

• Experience supporting semiconductor, advanced manufacturing, technology, or industrial organizations.
• Experience within high-growth or rapidly evolving companies.
• Background preparing executive presentations and Board materials.
• Familiarity with SAP or other enterprise systems.

What Makes You Successful

• Executive-level professionalism and communication.
• Exceptional attention to detail and organization.
• Ability to anticipate needs before they arise.
• Strong problem-solving skills and sound judgment.
• Calm, adaptable, and effective under pressure.
• Ability to manage multiple priorities in a fast-paced environment.
• High emotional intelligence, integrity, and confidentiality.
• A customer-focused mindset with a passion for supporting executive success.

Why Join Us?

• Make a direct impact by partnering with executive leadership.
• Build relationships across all levels of a growing organization.
• Develop professionally while supporting strategic business initiatives.
• Gain valuable experience within the exciting and rapidly expanding semiconductor industry.
• Join a collaborative culture that rewards initiative, excellence, and continuous growth.