Sr Executive Assistant

Ultra Clean Technology; Hayward (CA); On-site; USD 140,000 - 175,000; Full time

Benefits offered by this job

401(k) eligibility

PTO

Parental leave

Medical benefits

Job summary

Ultra Clean Technology in Hayward, CA is seeking a Senior Executive Assistant to provide comprehensive executive and administrative support to the CEO. This role serves as the CEO’s trusted partner, managing calendar, travel, meetings, communications, and day-to-day operations while aligning with priorities and maintaining discretion.

You'll work with the Executive Leadership Team, Board, customers, and stakeholders, coordinating scheduling, meeting logistics, and board materials.

Qualifications

• Bachelor’s degree required; business admin or related field preferred.
• 7+ years supporting senior executives, including at the CEO level.
• Proven experience managing complex calendars and international travel.
• Experience in global or multinational organizations.
• Excellent written and verbal communication; highly organized and discreet.
• Proficiency with Microsoft Office suite and related tools.

Responsibilities

• Act as gatekeeper for the CEO’s time and prioritize meetings and requests.
• Manage the CEO’s calendar, travel, meetings, and communications.
• Coordinate domestic and international travel logistics and itineraries.
• Prepare expense reports and executive documentation with accuracy.
• Draft executive communications and meeting summaries.
• Coordinate Board logistics, materials, and executive briefings.

Skills

Executive calendar management

International travel planning

Discretion and professionalism

Education

Bachelor’s degree in Business Administration or related field

Tools

SAP

Microsoft Office (Outlook, PowerPoint, Teams)

Job description

UCT is looking for a talented Senior Executive Assistant to join us in Hayward, CA (onsite role).

Role Summary

UCT is seeking an exceptional Senior Executive Assistant to provide comprehensive executive and administrative support to the Chief Executive Officer (CEO). This role serves as the CEO’s trusted administrative partner, managing the CEO’s calendar, travel, meetings, communications, and day-to-day administrative operations while bringing structure and organization around the CEO’s priorities and daily operations, anticipating needs before they arise, and enabling the CEO to remain focused on leading the business.

Working closely with the Executive Leadership Team, Board of Directors, customers, and external stakeholders, this individual serves as the primary coordinator for executive scheduling, meeting logistics, executive communications, and administrative support for the Office of the CEO. Success in this role requires exceptional organizational skills, sound judgment, professionalism, discretion, and the ability to thrive in a fast-paced global environment.

Key Responsibilities

Executive Support

• Act as a gatekeeper for the CEO’s time, exercising sound judgment in prioritizing requests, meetings, and competing demands while ensuring alignment with business priorities.
• Manage and optimize the CEO's complex calendar, balancing competing priorities while ensuring time is aligned with business priorities.
• Anticipate scheduling conflicts and proactively adjust priorities as business needs evolve.
• Coordinate all domestic and international travel, including flights, accommodations, transportation, visas, itineraries, meeting logistics, and contingency planning.
• Prepare and reconcile expense reports and other administrative documentation accurately and timely.
• Screen, prioritize, and coordinate incoming requests, correspondence, and meeting invitations.
• Maintain confidential records and handle highly sensitive information with the highest level of professionalism and discretion.
• Coordinate executive visitors, customer meetings, leadership events, and VIP engagements.
• Develop and maintain strong working relationships across the Executive Leadership Team, executive assistants, and key internal and external stakeholders to facilitate effective communication and coordination.
• Exercise exceptional judgment and discretion in handling confidential information, sensitive personnel matters, executive communications, and other highly confidential business matters.

Meeting & Event Coordination

• Coordinate all logistics for Executive Leadership Team meetings, quarterly business reviews, leadership off-sites, and executive planning sessions.
• Prepare meeting agendas, collect pre-read materials, and assemble executive briefing books.
• Ensure meeting materials are complete, organized, and distributed in advance.
• Coordinate meeting rooms, virtual meeting technology, catering, and all meeting logistics.
• Capture meeting notes, key decisions, and action items, and distribute meeting summaries to participants in a timely manner.

Board of Directors Support

• Support logistics for all Board of Directors meetings.
• Review presentations for formatting, consistency, completeness, and executive readiness.
• Coordinate the preparation and distribution of Board materials and related documentation as needed.

Executive Communications

• Draft executive correspondence, presentations, talking points, leadership announcements, and meeting summaries on behalf of the CEO, partnering with Corporate Communications as appropriate.
• Coordinate and support the preparation of briefing materials for customer visits, executive travel, town halls, leadership meetings, and Board meetings.
• Gather, synthesize, and organize information from leaders across the organization into concise executive briefings and summaries.
• Ensure communications are professional, accurate, and aligned with the CEO's voice and priorities.

Office of the CEO Administration

• Serve as the primary administrative contact for the Office of the CEO.
• Manage the day-to-day administrative operations of the Office of the CEO while continuously improving processes, workflows, and overall operating efficiency.
• Maintain organized files, executive documents, presentations, Board materials, and historical records.
• Represent the Office of the CEO with professionalism, diplomacy, responsiveness, and confidentiality.

Qualifications

Required

• Bachelor’s degree required; Business Administration or related field strongly preferred.
• 7+ years supporting senior executives, including experience supporting C-suite executives. Experience supporting a CEO strongly preferred.
• Demonstrated expertise managing complex executive calendars and international travel.
• Experience supporting executives within a global, publicly traded, or multinational organization.
• Exceptional written and verbal communication skills.
• Outstanding organizational, planning, and prioritization skills.
• High degree of discretion, professionalism, and sound judgment.
• Advanced proficiency with Microsoft Office, Outlook, Teams, PowerPoint, SharePoint, and related productivity tools.

Preferred

• Experience supporting executives within semiconductor, advanced manufacturing, technology, or industrial organizations.
• Experience supporting organizations undergoing rapid growth or transformation.
• Experience preparing executive presentations and Board materials.
• Familiarity with SAP and other enterprise systems.

Key Competencies

• Executive presence and professionalism
• Exceptional attention to detail
• Strong organizational and planning skills
• Anticipates needs before they arise
• Outstanding communication skills
• Calm under pressure
• Ability to manage multiple competing priorities
• High emotional intelligence
• Absolute integrity and discretion
• Customer service mindset
• Resourceful problem solver

Success in this Role

Success in this role means:

• The CEO’s calendar is optimized and aligned with business priorities.
• Executive travel is flawlessly planned and executed.
• Executive meetings are well organized, professionally executed, and participants receive timely meeting materials and summaries.
• Executive communications are polished, accurate, and timely.
• Administrative details never become distractions for the CEO.
• The Office of the CEO is viewed as highly responsive, organized, and professional by employees, customers, Board members, and external stakeholders.

Ultra Clean Technology is proud to be an equal-opportunity employer. We are committed to equal employment opportunity regardless of race, color, national or ethnic origin, age, religion, disability, sexual orientation, gender, gender identity and expression, marital status, and any other characteristic protected under laws and regulations.

Salary range for the position is $140,000 - $175,000. Total compensation package for this position may include other elements, includingvariable pay and discretionary awardsin addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as PTO (Paid Time Off) and parental leave), dependent on the position offered. Details of participation in these additional compensation and benefit plans will be provided if an employee receives an offer of employment.

If hired, employee will be in an “at-will position” and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.