Executive Assistant

Atlas Data Storage • South San Francisco, CA

13d

About The Position

Core Responsibilities
Calendar & Schedule Management: Strategically manage a complex, fast-moving calendar. Coordinate internal and external meetings across multiple time zones, ensuring Executives are prepared with necessary briefings and materials.
Communication & Liaison: Act as the primary point of contact for the Executives. Manage emails, screen phone calls, and interface with stakeholders, board members, and clients with the highest level of professionalism.
Travel & Logistics: Arrange detailed domestic and international travel itineraries, including flights, accommodations, ground transportation, visas and local meeting logistics.
Project Coordination: Track key deliverables and deadlines. Assist in preparing presentations, reports, and spreadsheets for high-level meetings.
Administrative Oversight: Process expense reports, manage sensitive documentation, and maintain organized filing systems.
Event Planning: Coordinate executive-level retreats, board meetings, onsite meetings, events, employee activities and team-building events.
Oversee Daily Office Operations: Ensure a productive, organized, and welcoming work environment. Maintain kitchen, common areas, and overall office organization standards.
Cross-Functional Support: Including onboarding and offboarding processes, and support projects across HR, Finance, and Operations functions.

Requirements

• 5+ years of experience supporting C-level executives in a fast-paced environment.
• Expert proficiency in Google Workspace or Microsoft 365 (especially Outlook, Excel and Powerpoint).
• Exceptional written and verbal communication skills
• Strong "figure-it-out" attitude; ability to handle ambiguity and shift priorities quickly.
• Proven track record of handling confidential and sensitive information with absolute integrity.

Responsibilities

• Strategically manage a complex, fast-moving calendar.
• Coordinate internal and external meetings across multiple time zones, ensuring Executives are prepared with necessary briefings and materials.
• Act as the primary point of contact for the Executives.
• Manage emails, screen phone calls, and interface with stakeholders, board members, and clients with the highest level of professionalism.
• Arrange detailed domestic and international travel itineraries, including flights, accommodations, ground transportation, visas and local meeting logistics.
• Track key deliverables and deadlines.
• Assist in preparing presentations, reports, and spreadsheets for high-level meetings.
• Process expense reports, manage sensitive documentation, and maintain organized filing systems.
• Coordinate executive-level retreats, board meetings, onsite meetings, events, employee activities and team-building events.
• Ensure a productive, organized, and welcoming work environment.
• Maintain kitchen, common areas, and overall office organization standards.
• Including onboarding and offboarding processes, and support projects across HR, Finance, and Operations functions.

Benefits

• We pay the full medical, dental, and vision premiums for employee only and 95% for dependent family members.
• We match 401k contributions at 100% on first 3% of contribution + 50% on the next 2%.
• We also provides onsite lunches, and additional optional benefit programs such as Health Savings Account, Flex Spending Accounts, and Commuter benefit match.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed