Administrative Assistant

Everpure•Santa Clara, CA

19h•Onsite

About The Position

Join us as an Administrative Assistant to directly support Vice Presidents and their leadership team within a critical, fast-growing organization. You will be the linchpin for seamless operations, ensuring executive focus remains on key business outcomes and driving team productivity. This role requires a proactive, hyper-organized, and resourceful partner who can anticipate needs and manage complex logistics across global and cross-functional teams.

Requirements

Expert Calendar Management demonstrated ability to manage high-volume, dynamic calendars for senior leaders, including effective prioritization and scheduling across time zones and organizational levels.
Advanced Software and Tool Fluency expertise across Google Workspace (Gmail, Calendar, Docs, Slides, Sheets), Concur, Microsoft Office (Word, Excel, PowerPoint), and Zoom.
Enterprise Platform Experience skilled in working with enterprise platforms like Workday, DocuSign, ServiceNow, Tableau, and Greenhouse, with a proven ability to streamline workflows and solve problems quickly within these systems.
Technology-Driven Efficiency experienced in leveraging modern tools, including AI tools (ChatGPT, Gemini), to drive administrative efficiency and thrive in a multi-tool, high-velocity environment.
High Attention to Detail and Discretion strong proficiency in written and verbal communication, grammar, and proofreading, coupled with a proven track record of handling confidential information with the utmost discretion.

Responsibilities

Drive Executive Efficiency by owning and meticulously managing complex calendars, prioritizing critical meetings, and resolving scheduling conflicts across global time zones and departments.
Orchestrate Seamless Travel and Finances by carefully researching, arranging, and managing domestic and international travel logistics, and processing expense reports and purchase requisitions with high accuracy.
Facilitate Cross-Functional Collaboration by acting as a professional and discrete liaison between the executive office, internal organizations, customers, and external partners.
Manage Critical Team Operations by providing direct administrative support, including scheduling, coordinating events, and managing team-wide special projects and assignments from inception to completion.
Streamline Communication Flow by proactively managing and prioritizing incoming communications (email, calls, etc.) to ensure the VP is prepared and focused on high-priority matters.