Executive Assistant

Hively•Pleasanton, CA

20d•$75,000 - $100,000•Hybrid

About The Position

Hivelyâs mission is to build meaningful connections with families and communities, ensuring access to resources every child in Alameda County needs to thrive. Our vision is to transform the lives of children and families to benefit all communities and ensure a promising future for generations to come. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can profoundly impact the communities we serve. If this resonates with you, we invite you to apply to join our team. Our Team at Hively is a passionate and diverse group of individuals from a wide range of different lived experiences, backgrounds and professional expertise. We strive every day to create an environment for families and staff that is inclusive and welcoming of different experiences and perspectives. We prioritize learning, listening, and growing together and to foster a culture of respect. We are seeking an experienced and highly organized Executive Assistant (EA) to provide strategic support to our CEO and executive leadership team. This is a high-impact role centered on masterful calendar management and operational synchronization. The ideal candidate will serve as the "air traffic controller" for the CEOâs time, ensuring every minute - whether in a physical boardroom or a virtual Zoom room - is aligned with the organizationâs highest priorities. In this fast-paced environment, you will act as a central hub of coordination. We are looking for a partner who excels at collaboration, navigates ambiguity with ease, and views constructive feedback as a vital tool for professional growth. This hybrid role offers work-from-home flexibility tailored to performance and specific job requirements. While the position is primarily based in our Pleasanton office, you may be required to work from other Hively locations within Alameda County as operational needs arise.

Requirements

Experience: 5+ years supporting C-suite executives (CEO preferred) in a high-growth environment. Proven experience in event planning and working closely with Operations teams is essential.
Technical Mastery: Expert-level proficiency in Google Workspace and Zoom. You should be comfortable managing complex permissions in Drive and high-stakes Zoom Webinar settings.
Superior Writing & Synthesis: Ability to capture the essence of high-level meetings quickly and accurately, turning messy brainstorms into structured project plans.
Logistical Rigor: A "zero-fail" mentality regarding scheduling and event logistics. You are highly detail-oriented and can manage multiple moving parts without losing sight of the big picture.
Resilience & Coachability: You take feedback well and treat it as data to improve. You remain calm and effective under pressure, maintaining a solution-oriented mindset during rapid organizational shifts.
Strong Collaboration: A team-player mentality with the interpersonal skills to build relationships across the leadership team and the broader organization.

Responsibilities

Comprehensive Calendar Mastery: Own the CEOâs schedule end-to-end. This includes managing high-volume requests for both internal team sessions and external stakeholder meetings (board members, donors, and partners), ensuring travel buffers and "deep work" blocks are respected.
Leadership Team Coordination: Act as the "connective tissue" for the Leadership Team. You will coordinate Leadership Team meetings, align various executives' schedules for critical decision-making sessions, and ensure that leadership stays synchronized on org-wide deadlines.
Documentation & Accountability: Attend key meetings to provide expert note-taking and synthesis. You will translate complex discussions into clear action items, assign owners, and proactively follow up to ensure deliverables are met. You will be responsible for keeping the leadership team accountable to their commitments.
Hybrid Meeting Coordination: Expertly manage the logistics of both in-person and Zoom environments. Coordinate room bookings, catering, and physical materials. Lead technical setup for webinars, manage breakout rooms, and provide real-time troubleshooting for a seamless virtual experience.
End-to-End Event Management: Lead the planning and execution of internal and external events, including board meetings, leadership retreats, and company-wide town halls. This includes venue sourcing, vendor management (catering, A/V), and on-site (or on-Zoom) day-of coordination.
Google Workspace: Leverage expert-level proficiency in Google Workspace (Drive, Docs, Sheets, Slides) to create and maintain sophisticated organization and tracking systems for the CEO and leadership team. You will design, implement, and manage systems that provide the CEO with instant, consolidated visibility into project statuses, meeting outcomes, and key leadership priorities.
Strategic Project Oversight: Support the execution of initiatives by tracking OKRs (Objectives and Key Results) and ensuring multi-stakeholder project follow-through, acting as the "connective tissue" between the executive office and department heads.
Feedback & Process Evolution: Actively seek and integrate feedback to refine executive workflows. You will proactively identify "friction points" in the CEO's day and implement solutions to solve them.
Support other teams and projects as assigned.