Executive Administrator

STN Incorporated•Pleasanton, CA

8d•$70,000 - $90,000•Onsite

About The Position

We are seeking a highly organized, proactive Executive Administrator to directly support the Chief of Staff. This is a dual-purpose role: it combines the full scope of traditional executive assistance with hands-on support for the execution of cross-functional projects and initiatives the Chief of Staff drives across the business. The ideal candidate is a trusted right hand — someone who anticipates needs, manages competing priorities with discretion, keeps projects moving, and operates comfortably amid the ambiguity and pace of a scaling company. You will have visibility in nearly every part of the business and play a meaningful role in helping leadership operate effectively.

Requirements

3+ years of experience as an Executive Assistant, Administrative Assistant, or in a comparable coordination/operations role supporting senior leadership.
Exceptional organizational and time-management skills, with a proven ability to juggle multiple priorities and meet deadlines without losing details.
Strong written and verbal communication skills and a polished, professional presence.
High proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfort learning new tools and systems quickly.
Sound judgment, discretion, and the ability to handle confidential information with integrity.
A proactive, ownership-driven mindset — you anticipate needs and follow through without being asked.
Candidates must be U.S. Citizens or Permanent Residents.
All applicants must be authorized to work in the United States on a full-time basis.

Nice To Haves

Experience supporting a Chief of Staff, founder, or C-suite executive at a high-growth or technology company.
Familiarity with project-tracking and collaboration tools, document management, and basic contract/vendor administration workflows.
Experience coordinating across legal, finance, HR, or operations functions.

Responsibilities

Track action items, deadlines, and deliverables across multiple concurrent projects and initiatives, following up with internal and external stakeholders to keep work on schedule.
Build and maintain project trackers, status dashboards, checklists, and timelines; flag risks, slippage, and dependencies to the Chief of Staff proactively.
Coordinate cross-functional workstreams spanning legal/contracts, finance, insurance, HR, infrastructure, and commercial teams — ensuring the right people have what they need to deliver.
Prepare, format, and organize documents, presentations, spreadsheets, and reports; draft first versions for the Chief of Staff’s review.
Maintain organized filing systems and shared workspaces for contracts, vendor records, project files, and reference materials so information is easy to locate.
Conduct research, gather data, and assemble briefing materials to support decision-making and meeting preparation.
Help manage recurring operational processes (e.g., approvals, onboarding logistics, vendor compliance follow-ups) and recommend improvements over time.
Own and optimize the Chief of Staff’s calendar — scheduling meetings, resolving conflicts, protecting focus time, and ensuring the day runs smoothly.
Manage and triage email and messages, draft and proofread correspondence, and serve as a professional point of contact for internal colleagues and external partners.
Schedule and prepare for meetings — agendas, materials, logistics, and technology — then capture notes and track follow-up items to completion.
Arrange domestic and occasional international travel, build detailed itineraries, and prepare and submit expense reports accurately and on time.
Help plan and coordinate team meetings, leadership offsites, customer-facing events, and company functions.
Coordinate shipping/receiving, supplies, and on-site needs as required; liaise with vendors and service providers.
Handle sensitive business, legal, financial, and personnel information with the utmost discretion and professionalism.