Executive Assistant

Greenfield Global Inc. • Palo Alto, CA

3d • Onsite

About The Position

The Executive Assistant is responsible for providing high-level administrative support to the CEO and Chief People & Enterprise Excellence Officer, ensuring smooth and efficient management of their day-to-day activities. This role is ideal for a proactive, organized individual with outstanding interpersonal skills, discretion, and attention to detail, who thrives supporting dynamic executives in a collaborative, fast-paced environment.

Requirements

• Proven experience as an Executive Assistant or in a similar senior-level administrative role
• Exceptional organizational, prioritization, and multitasking capabilities
• Strong interpersonal skills to build trusted, positive relationships with executives
• Excellent written and verbal communication abilities
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
• Proficient in Microsoft Office Suite and AI tools like Copilot and ChatGPT
• Experience drafting, editing, and formatting presentations and business documents
• Exercises strong judgement and learns quickly to anticipate needs
• Experience supporting executives in large or complex organizations
• Proven track record of handling confidential and sensitive information professionally
• Strong attention to detail and a commitment to delivering high-quality work
• Experience in managing office supplies, maintenance, and vendor relationships.

Nice To Haves

• Experience with healthcare benefits administration and managing healthcare-related documentation
• Familiarity with ERP systems or expense management platforms (e.g., Dayforce, Concur, PowerBI)
• Previous event planning experience (for groups of 50+ attendees)
• Familiarity with managing frequent flyer programs and premium travel statuses (e.g., Air Canada 100K, TSA Pre-check, Nexus)
• Proficiency in using project management tools like Viva Goals or similar platforms.

Responsibilities

• Calendar Management
• Schedule recurring and ad hoc meetings and calls with executives, both internally and externally
• Adjust meetings and travel based on changing priorities and time-sensitive needs
• Build strong relationships with executives, becoming the go-to contact for scheduling, travel coordination, and administrative support
• Manage the CEO's calendar by planning and adjusting for upcoming travel or events, blocking focused project time, and adding proactive reminders for actions like employee recognition and engagement.
• Inbox Management
• Manage and prioritize the CEO’s inbox, filtering out irrelevant messages, and organizing emails for expense reporting, health benefits, and other administrative needs
• Propose alternative meeting times and accept invitations based on availability
• Approve Dayforce day-off requests from direct reports (which come in by email).
• Travel Management
• Arrange flights, hotels, rental cars, and transportation logistics for CEO and CFO, including maintaining familiarity with executive lounges, TSA Pre-check, and airline premium statuses (e.g., Air Canada 100K)
• Regularly monitor flight schedules, delays, and seat assignments, ensuring optimal productivity during executive travel
• Assist with personal travel arrangements as requested, maintaining confidentiality and discretion
• Coordinate airport transportation and ground logistics
• Schedule dining reservations and organize catering and team-building activities
• Creatively suggest and arrange customer and employee experiences (sports, theater, events)
• Manage frequent flyer programs, maximizing travel points and premium travel status (e.g., Air Canada 100K, TSA Pre-check, Nexus).
• Expense Management
• Submit expenses and reconcile credit cards promptly and accurately, and follow up on any missing receipts and documentation.
• Project Assistance
• Draft, edit, and finalize PowerPoint presentations, including the configuration of slides, charts, and graphs
• Collaborate with Senior Management Team members to gather presentation materials and information
• Proofread and format documents, maintaining a high-quality standard
• Digitally sign approved documents on behalf of the CEO
• Manage OKR status updates through Viva Goals
• Prepare and manage materials and agendas for Monthly Management Meetings
• Manage shipping and receiving via FedEx, UPS, USPS, etc.
• Office Management (Palo Alto Office)
• Oversee vendors for office supplies, maintenance, plant services, and refreshments
• Ensure the office environment remains well-organized and efficient.
• Healthcare Benefits Administration
• Manage and track healthcare benefits submissions and reimbursements for the CEO and family
• Liaise with healthcare providers for required documentation
• Submit rejected reimbursements through supplemental benefit programs like ArmadaCare
• Coordinate healthcare-related appointments based on CEO’s availability.
• Event Planning & Coordination
• Plan and coordinate multiple annual large-scale offsite events (50+ attendees)
• Manage venue selection, agenda planning, travel arrangements, catering, and onsite logistics
• Negotiate and manage vendor contracts, ensuring cost-effective and successful event execution
• Execute global customer appreciation events in coordination with internal and external partners
• Monitor budgets and conduct post-event evaluations for continuous improvement.
• Other Key Responsibilities
• Manage travel documentation renewals (TSA PreCheck, Global Entry)
• Arrange gifts or cards for birthdays, anniversaries, or milestones
• Ship and receive packages as needed using FedEx, UPS, USPS, etc.

Benefits

• Base salary dependent on experience and demonstrated performance
• Formal and informal training opportunities
• Vacation time exceeding industry standards
• Meaningful and challenging work
• Curated intentional culture focused on growth and development, engagement, and communication

What This Job Offers

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