Executive Assistant

Exponent•Menlo Park, CA

3d•$100,000 - $130,000•Onsite

About The Position

Exponent is seeking an experienced Executive Assistant to provide high-level administrative support primarily to the CEO, President, and General Counsel, while also supporting other co-located executives, including the Chief Human Resources Officer and Chief Financial Officer. The role is based in Menlo Park, California and is full-time and in-office five days per week. The Executive Assistant will help the Executive Office operate smoothly, serving as a trusted liaison among executives, employees, clients, board members, analysts, shareholders, and the public. Success requires strong organization, judgment, discretion, initiative, and the ability to anticipate executive needs and manage sensitive matters. The position also uses modern productivity tools, including approved AI-enabled technologies, in accordance with confidentiality, privilege, information-security, and data-handling requirements. The role includes calendar and meeting coordination, executive preparation and follow-through, document and presentation support, domestic and international travel planning, special projects, communications coordination, and administrative support for legal matters. The Executive Assistant will also manage records and administrative processes, coordinate events and visitors, and contribute to administrative team initiatives and process improvements in partnership with the Manager of Administrative Services. The role offers exposure to administrative leadership and potential for expanded leadership, mentoring, or coordination responsibilities based on business needs and performance.

Requirements

10 or more years of relevant experience, including 3 or more years as an Executive Assistant supporting multiple senior executives.
Bachelor’s degree preferred.
Strong attention to detail and consistently high accuracy.
Excellent judgment and discretion when handling confidential and sensitive information, including attorney-client privileged, litigation-sensitive, personnel-related, and financial information.
Strong written and verbal communication skills, including composition, editing, and proofreading.
Advanced proficiency in Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, and Copilot, and proficiency with Adobe.
Ability to use approved AI-enabled tools and technologies to support responsibilities and improve productivity and work quality while protecting confidential, privileged, and sensitive information.
Strong organizational and problem-solving skills, including the ability to prioritize competing demands and manage multiple high-visibility responsibilities.
Ability to work proactively, anticipate executive needs, and adapt quickly in a fast-paced environment.
Poised, professional, and service-oriented approach, with the ability to build effective working relationships across all levels of the organization.
Must work in the Menlo Park, California office five days per week.
Must be legally authorized to work in the United States; immigration sponsorship or processing is not provided.

Nice To Haves

Experience in professional services, consulting, legal, or a similarly demanding environment.
Licensed Notary.
Experience with e-signature tools, board portals, document management systems, legal billing systems, or matter management tools.
Bachelor’s degree.

Responsibilities

Manage complex calendars for the CEO, President, and other designated executives; coordinate internal and external meetings, prioritize requests, resolve conflicts, and protect executive time.
Prepare executives for meetings by confirming agendas and objectives, organizing briefing and pre-read materials, and tracking follow-up items through completion.
Prepare, edit, and maintain reports, presentations, exhibits, correspondence, and other deliverables with accuracy and professionalism.
Arrange domestic and international travel, including itineraries, accommodations, ground transportation, meeting schedules, and supporting materials.
Support special administrative projects for executive team members as needed.
Maintain project documentation, including plans, status reports, tracking spreadsheets, and other records.
Coordinate communications across internal teams and departments, including triaging urgent matters, approvals, requests for input, legal and compliance follow-up, and general updates.
Support the General Counsel and legal team with litigation-related administrative coordination, including litigation holds, subpoena responses, insurance claims reporting, document collection and production logistics, information gathering, deadline tracking, and coordination with internal stakeholders and outside counsel.
Organize and support the day-to-day activities of the Executive Office and handle sensitive executive and legal requests and related logistics.
Assist with expense reporting, travel approvals, filing systems, contact management, signature coordination, budget tracking, outside counsel invoices, and other administrative processes.
Use approved productivity and AI-enabled tools to prepare documents, organize information, improve workflows and responsiveness, and enhance executive support while protecting confidential and sensitive information.
Assist with planning and coordinating professional and social events, offsites, and other executive activities.
Welcome visitors, candidates, and guests to the Executive Office and provide a professional first impression.
Attend selected staff or executive meetings as appropriate, document action items, support follow-through, and help maintain momentum on priorities.
Anticipate executive needs, communicate clearly, and help senior leaders focus on strategic, high-value work.
Partner with the Manager of Administrative Services on administrative team initiatives, process improvements, and special projects; contribute to team development efforts as appropriate.