Executive Assistant

23andMe•Palo Alto, CA

13d•$120,000 - $160,000

About The Position

The Executive Assistant provides a wide range of administrative support to the Office of the CEO, working independently and as part of a team. Reporting to the Chief of Staff, Office of the CEO, this role primarily manages the CEO’s calendar and email, including scheduling, meeting logistics, preparation of materials, and daily email prioritization. The Executive Assistant supports the CEO’s business and personal travel, coordinates strategic calendar reviews, prepares daily updates, and maintains timely communication with the family office. The role also supports executive team meetings and offsites, prepares weekly updates and materials, manages expenses and approval requests, handles office-management needs, and maintains the Office of the CEO administrative manual. Additional duties include backup support for other assistants, special projects with the Chief of Staff, and handling highly confidential information. The successful candidate will bring strong organization, attention to detail, discretion, a proactive and solution-oriented approach, and the ability to manage ambiguity and competing priorities. Full-time work may require after-hours and weekend flexibility, and some travel may be required.

Requirements

10–15 years of relevant experience supporting a C-level executive.
Strong attention to detail and organizational skills, with a sense of urgency.
Ability to problem-solve, analyze information, and identify key issues.
Strong follow-up skills, including perseverance and creativity in an unconventional environment.
Excellent verbal and written communication skills.
Ability to work independently with little direction and take ownership of responsibilities.
Willingness to perform all levels of administrative support with a positive attitude.
Dependability and willingness to continuously develop competencies and take on new challenges.
Flexibility to work after hours and on weekends as necessary.

Nice To Haves

Knowledge of the health industry is strongly preferred.

Responsibilities

Manage the CEO’s calendar and email, including scheduling, logistics, and daily email prioritization.
Obtain agendas, background materials, and other information needed for the CEO’s meetings.
Support the CEO’s business and personal travel in coordination with the Office of the CEO team.
Work with the Chief of Staff to organize quarterly strategic calendar check-ins and recommend ways to improve use of the CEO’s time.
Operate systems that keep information flowing within the Office of the CEO.
Prepare daily updates for the CEO, including reminders and questions.
Coordinate timely communication of details and actions with the family office.
Own administrative tasks for the Office of the CEO.
Support executive team meetings and offsites, including weekly executive updates, meeting materials, OKRs, and related tasks.
Perform office-management functions as needed.
Prepare and submit expense reports for the CEO and team, and manage approval requests.
Maintain the Office of the CEO administrative manual and keep it current as a resource and record of best practices.
Back up other assistants, including taking meeting notes and following up on action items.
Assist the Office of the CEO and Chief of Staff with special projects, including coordinating the annual performance review cycle for the CEO’s direct reports, managing the CEO’s annual holiday mailing, and maintaining the historical archive.
Handle highly confidential and sensitive information.
Continuously improve service, processes, and systems.
Comply with company policies and procedures.
Perform other administrative tasks and related duties as assigned.
Work as part of a team to support the CEO’s work and operations.