Executive Assistant

Lumentum•San Jose, CA

27d•$134,750 - $192,500•Onsite

About The Position

Lumentum is seeking a highly strategic, proactive, and discreet Executive Assistant to provide comprehensive support to the Chief Executive Officer and Chief Financial Officer. In addition to executive support, this role will manage key aspects of the company’s corporate travel program, including travel policy administration, employee compliance, reporting, and coordination with the company’s travel management partner. This position operates at the center of the organization and requires exceptional judgment, business acumen, organization, and discretion. The ideal candidate will be a trusted partner to the CEO and CFO while serving as a knowledgeable resource for employees, executive assistants, and business leaders on corporate travel processes and policy requirements.

Requirements

Bachelor’s degree or equivalent experience.
10+ years of experience supporting C-level executives, preferably in a public company or technology environment.
Proven experience supporting multiple senior executives simultaneously; CEO and CFO support experience strongly preferred.
Experience managing or administering a corporate travel program, preferably in a global organization.
Working knowledge of corporate travel policies, travel management companies, online booking tools, travel authorization processes, and travel reporting.
Experience reviewing travel bookings or expense reports for policy compliance.
Strong understanding of corporate governance, Board processes, earnings cycles, forecasting, or other public-company activities.
Advanced proficiency in Microsoft Office, collaboration tools, calendar systems, expense platforms, and travel booking/reporting systems.
Ability to protect confidential information and exercise discretion.

Nice To Haves

Experience working with airlines, hotels, car rental providers, travel agencies, and executive travel arrangements preferred.

Responsibilities

Manage complex calendars for the CEO and CFO, prioritizing critical meetings and optimizing time across multiple time zones.
Coordinate domestic and international travel, including detailed itineraries, visas, ground transportation, and expense reporting.
Serve as a gatekeeper and liaison with internal and external stakeholders, including Board members, investors, customers, and senior leadership.
Prepare executives for meetings by developing agendas, briefing materials, presentations, and follow-up actions.
Anticipate executive needs and proactively resolve scheduling, logistical, and administrative issues.
Handle confidential information and communications with the highest level of discretion.
Administer and support Lumentum’s global corporate travel program in partnership with the company’s travel management company.
Serve as a primary point of contact for employees, executive assistants, managers, and leadership regarding travel booking procedures and policy requirements.
Review travel bookings and reports to confirm compliance with approved travel policies, including airfare, hotel, rental car, and other travel requirements.
Identify out-of-policy bookings, communicate with travelers and managers, and recommend corrective actions or alternative travel options.
Monitor airfare pricing, cabin selection, hotel rates, rental car class, advance-purchase practices, and other travel-related expenses.
Prepare and distribute regular travel reports, including spend, booking activity, out-of-policy travel, savings opportunities, and travel trends.
Assist with travel emergencies, schedule changes, cancellations, disruptions, and executive travel requirements.
Maintain current knowledge of corporate travel practices, airline and hotel programs, travel technology, and applicable company policies.
Support future enhancements to the travel program, including employee communications, training, reporting, and process improvements.
Partner with the CEO and CFO on key initiatives, tracking priorities and ensuring timely execution.
Support Board of Directors activities, including meeting logistics, materials preparation, and coordination with Legal and Investor Relations.
Assist with earnings preparation, investor meetings, and financial communications in collaboration with Finance and Investor Relations.
Coordinate leadership meetings, offsites, and company-wide events.
Draft, edit, and manage high-level correspondence, presentations, reports, and executive communications.
Facilitate cross-functional communication and ensure alignment across executive leadership.
Develop and maintain administrative procedures, templates, travel resources, and reference materials.
Coordinate with internal teams and external vendors to ensure timely completion of business and travel-related activities.
Handle sensitive executive, financial, employee, Board, and business information with complete discretion.
Exercise sound judgment when making decisions or recommendations on behalf of the executives and the company.
Manage competing priorities calmly and effectively in a fast-paced, global environment.
Build trust and maintain professional relationships at all levels of the organization.