Strategic Executive Assistant to Founder & Global Team

specialized; United States; On-site; USD 69,000 - 91,000; Full time

Benefits offered by this job

Healthcare benefits

Dental & Vision plans

401(k) matching

Paid holidays

Parental leave

Education reimbursement

Dog-friendly office

Job summary

Specialized is seeking an Executive Assistant to support the Founder/CEO and assist the broader organization from our Morgan Hill, CA headquarters. The role reports to the Founder’s Executive Assistant and requires a high level of organization, discretion, and proactive communication across global teams.

You will manage the Founder’s calendar, triage emails, prepare meeting materials, and handle travel and expenses.

Qualifications

• Bachelor's Degree or equivalent experience
• 3–5 years of admin support with a C-level executive is strongly preferred
• Proficient with MS Office (Outlook, Word, Excel, PowerPoint), Adobe Pro and Teams
• Concur, Workday experience
• Extensive domestic/international travel booking
• Strong organizational skills and attention to detail
• Discretion, trustworthiness and confidentiality
• Willingness to provide weekend administrative support

Responsibilities

• Manage Founder's global calendar across time zones
• Triage emails and track outstanding items
• Create meeting agendas, take notes and distribute follow-ups
• Prepare presentation collateral for meetings
• Book domestic and international travel
• Reconcile Concur expenses and approve reports
• Coordinate cross-functional communications
• Apply proactive/creative AI approaches to problems
• Read, research and summarize information in advance
• Provide support to other teams as needed
• Assist as personal assistant for certain tasks
• Cover for Founder's Executive Assistant when needed

Skills

Calendar management

Email triage

Presentation collateral

Note-taking & agendas

Travel booking

Expense reconciliation

Cross-functional communication

AI problem-solving

Research & info synthesis

Weekend availability

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Outlook

Word

Excel

Adobe Pro

PowerPoint

Microsoft Teams

Concur

Workday

AI apps/tools

Job description

Specialized is seeking an Executive Assistant to support the Founder/CEO and assist the broader organization from our Morgan Hill, CA headquarters. The role reports to the Founder’s Executive Assistant and requires a high level of organization, discretion, and proactive communication across global teams.

You will manage the Founder’s calendar, triage emails, prepare meeting materials, and handle travel and expenses.