Sr. Executive Assistant

Confidential; Palo Alto (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Confidential in Palo Alto seeks an organized Executive Administrative Assistant to provide high‑level support to senior leaders. You will manage calendars, coordinate logistics, and act as a reliable point of contact for internal teams and external partners.

The role requires anticipating needs, handling details with care, and ensuring smooth day‑to‑day operations across travel, reporting, and events. If you thrive in fast‑paced environments and value discretion, you’ll fit right in.

Qualifications

• 6+ years of experience in an administrative or executive support role.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Proficiency in Google Workspace or Microsoft Office.
• High level of professionalism, discretion, and attention to detail.
• Ability to work independently and take initiative.

Responsibilities

• Manage complex calendars and schedule meetings across teams and time zones.
• Screen and respond to emails and calls for executives.
• Prepare briefing materials and meeting notes.
• Coordinate travel arrangements and expense reports.
• Plan meetings and events and track action items.
• Maintain organized digital and physical files.
• Collaborate with IT, Facilities, Finance, and HR on executive needs.

Skills

Communication

Organization

Time management

Discretion

Initiative

Independent work

Education

Associate’s or bachelor’s degree

Tools

Google Workspace

Microsoft Office

Job description

We’re seeking an organized, proactive Executive Administrative Assistant to provide high-level support to one or more senior leaders. You’ll keep day-to-day operations running smoothly by managing schedules, coordinating logistics, and acting as a reliable point of contact for internal teams and external partners. This role is ideal for someone who takes pride in anticipating needs, handling details with care, and keeping things moving.

Key Responsibilities

Calendar and Scheduling

• Manage complex calendars, scheduling meetings across teams, time zones, and external contacts
• Prioritize and resolve scheduling conflicts with sound judgment
• Prepare executives for meetings with agendas, briefing notes, and supporting materials

Communication and Correspondence

• Screen and manage incoming calls, emails, and requests on behalf of executives
• Draft, proofread, and send professional correspondence and internal communications
• Serve as a polished, courteous point of contact for clients, vendors, and colleagues

Administrative and Office Support

• Prepare reports, presentations, and documents
• Take meeting minutes and track action items through to completion
• Maintain organized filing systems and records, both digital and physical
• Coordinate with IT, Facilities, Finance, and HR on executive needs

Travel and Expenses

• Book and manage travel, including flights, lodging, ground transportation, and itineraries
• Prepare and submit expense reports accurately and on time
• Track budgets and reconcile invoices as needed

Events and Projects

• Plan and coordinate meetings, offsites, team events, and executive functions
• Support special projects and cross-functional initiatives as assigned

Confidentiality

• Handle sensitive and proprietary information with discretion and integrity

Qualifications

Required

• 6+ years of experience in an administrative or executive support role
• Excellent written and verbal communication skills
• Strong organizational and time management skills, with the ability to juggle shifting priorities
• Proficiency in Google Workspace or Microsoft Office (Outlook, Word, Excel, PowerPoint)
• High level of professionalism, discretion, and attention to detail
• Ability to work independently and take initiative

Preferred

• Experience supporting senior leaders or executives
• Familiarity with travel booking, expense, and collaboration tools (Concur, Expensify, Slack, Zoom, etc.)
• Experience in a fast-paced or growing company
• Associate’s or bachelor’s degree, or equivalent experience

What Success Looks Like

• Calendars run smoothly with minimal conflicts or last-minute surprises
• Executives arrive at meetings prepared and informed
• Follow-ups and deadlines are tracked and completed without reminders
• Stakeholders consistently have positive, professional interactions

Core Competencies

Reliability · Discretion · Initiative · Strong communication · Adaptability · Attention to detail · Positive, service-oriented attitude

Compensation and Benefits

[Salary range] · [Health, dental, vision] · [PTO and holidays] · [401(k)] · [Other perks]