Executive Administrative Assistant

Universal Audio•Scotts Valley, CA

3d•$100,000 - $110,000•Hybrid

About The Position

Universal Audio is looking for an experienced, tech-forward Executive Administrative Assistant local to the Scotts Valley, CA area to join the Office of the CEO. Reporting to the Executive Assistant to the CEO, this role provides high-level administrative and operational support to our executive leadership team. Our executives and teams work in a hybrid environment, so you will keep leaders organized and informed whether they are in the office, working remotely, or traveling, and you will use AI tools daily to draft, summarize, research, and automate routine work. The role requires sound judgment, discretion, and the ability to work independently; the work is generally of a critical or confidential nature.

Requirements

Demonstrated proficiency in Google Workspace, Microsoft 365, macOS and iOS, Zoom, and Slack.
Proficient with conference room technology, including video conferencing systems, displays, and audio equipment; able to set up and troubleshoot hybrid meetings with confidence.
Hands-on experience using generative AI tools for drafting, summarizing, research, and scheduling, and the judgment to verify and refine AI-generated content before it is shared.
Familiarity with AI meeting assistants, scheduling tools, and workflow automation; quick to learn new tools.
Excellent written and verbal communication; able to write on behalf of executives and edit AI-generated drafts into polished, on-brand communications.
Proven ability to support executives and teams in a hybrid environment: self-directed, responsive, and comfortable with asynchronous communication.
Exceptional organization and time management; able to manage multiple projects concurrently and drive them to a swift and thorough close.
Strong collaboration skills, personal effectiveness/credibility, discretion, flexibility, and composure under pressure.
A service-oriented, can-do attitude: willing to pitch in wherever needed, anticipate needs before they arise, and be available after hours on the rare occasions the executive team requires it.

Responsibilities

Manage complex, fast-changing calendars across time zones; prioritize competing requests, resolve conflicts, and protect focus time.
Coordinate virtual, in-person, and hybrid meetings, including video conferencing (Zoom, Google Meet, Teams), conference room setup, and technology facilitation.
Arrange domestic and international travel, build detailed itineraries, and prepare and reconcile expense reports.
Prepare agendas, briefing documents, presentations, and pre-reads; capture decisions and action items and follow up to closure.
Draft, proofread, and format correspondence, reports, and presentations on behalf of executives.
Summarize what matters from incoming requests and communications, flag urgent items, and route the rest to the appropriate parties.
Serve as part of an EA team, supporting C-level executives, VPs, and Senior Directors, acting as the administrative conduit between cross-functional teams and departments.
Conduct research, compile and analyze data, and prepare reports and recommendations for executive review.
Use generative AI tools (such as Claude, ChatGPT, Gemini, or Copilot) to accelerate drafts, summarize long documents and email threads, and prepare research briefs, reviewing all output for accuracy, tone, and confidentiality.
Use AI meeting assistants (such as Read AI or Zoom AI Companion) to transcribe and summarize meetings; edit and distribute accurate notes and action items.
Identify repetitive administrative tasks and streamline them with AI and workflow automation.
Apply good judgment about what information to share with AI tools and follow Universal Audio’s AI usage and data privacy policies.
Plan and run monthly onsite weeks for the executive team: conference rooms, catering, visitor access, team meals, and events so time together is well used.
Serve as the in-office point of contact for the executive team and coordinate building access for contractors with Facilities.
Keep executives and team members connected and informed, wherever they are working, through shared calendars and clear written updates.
Coordinate offsites, all-hands meetings, leadership meetings, and other executive events, both virtual and in person.
Maintain organized digital records in shared drives and collaboration tools (Google Workspace, Microsoft 365, Confluence, Jira).
Coordinate activities between departments and outside parties; track cross-functional projects and deliverables and drive them to a swift and thorough close.
Support recruiting and hiring, including interview scheduling and onboarding logistics.
Perform general office duties such as ordering supplies and processing invoices; handle sensitive information with the highest level of discretion.