Executive Assistant - Temporary

2K • Novato, CA

6d • $50 - $74

About The Position

We are seeking a proactive, highly organized Executive Assistant to provide temporary coverage for a maternity leave, supporting the Chief Operating Officer. This is a fixed-term contract role expected to run approximately 8 months, with the possibility of extension depending on business needs. This role provides high-level administrative support (calendar management, travel coordination, expense reporting) and engages in project-based work (developing presentations, managing communications, and assisting with strategic initiatives). The ideal candidate is a skilled multitasker who combines strong attention to detail with the ability to anticipate needs, ramp quickly, and execute independently in a fast-paced environment from day one.

Requirements

• Bachelor's degree or equivalent; 5+ years related experience, or equivalent combination of education and experience.
• Prior experience as a senior-level admin supporting C-Level executives required.
• Experience in a business development environment representing the company with external stakeholders.
• Excellent verbal and written communication skills; outgoing personality with strong interpersonal skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel); experience with Google Suite and Zoom/online conference solutions preferred.
• Acute attention to detail; strong spelling and grammar skills; experience with large-scale meeting coordination.
• Self-motivated, able to multi-task and manage priorities and workflow; adaptable to changing priorities.
• Strong judgment with timely and sound decision-making; excellent organizational and problem-solving skills; professional communication across in-person, phone, and electronic channels.

Nice To Haves

• Experience covering leave or transition periods for an executive is a plus.

Responsibilities

• Manage a complex, high-volume calendar for the COO across time zones; handle scheduling, conflicts, and prioritization.
• Coordinate domestic and international travel, including flights, itineraries, lodging, and meeting logistics.
• Prepare, submit, and reconcile expense reports in Concur and per company policy.
• Provide meeting support, including agenda prep, note-taking, and action item follow-up for executive and leadership-level meetings.
• Coordinate leadership team meetings and functions: invites, materials, facilities, catering, and technical support.
• Coordinate with Legal on vetting COO-related contracts and correspondence.
• Act as liaison between the COO and internal/external stakeholders, including senior leadership and board-level contacts, with timely follow-up and clear, discreet communication.
• Assist in preparing presentations and reports using PowerPoint and Google Slides; support cross-functional project timelines and communication flow; track status and deadlines for key initiatives; develop systems to maximize efficiency; conduct light research and compile data.
• Serve as a point of contact for internal stakeholders across the organization; help plan leadership offsites and milestone meetings; assist with onboarding logistics and internal communications as needed; coordinate closely with the broader EA team for continuity and backup coverage.
• Maintain strict confidentiality given exposure to sensitive company, personnel, and strategic information.
• Other duties as assigned by the manager.

Benefits

• reasonable accommodation to qualified individuals with disabilities to participate in the job application or interview process and to perform essential job functions.
• The pay range for this position in California at the start of employment is expected to be between $50 and $74 per Hour.
• Details of participation in compensation and benefit plans (if applicable) will be provided if an employee receives an offer of employment.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive