Executive Assistant Jobs

About The Position

Requirements

• At least 5 years of experience as an Executive Assistant.
• Ability to travel to the Bay Area.
• Social media skills, including creating and managing content across platforms.
• Strong organizational and project management skills, with the ability to manage multiple priorities.
• Excellent written and verbal communication skills and ability to write professional correspondence.
• Ability to work independently and follow Senior Executive Assistant direction without constant oversight.
• Strong attention to detail and accuracy in documentation and logistics.
• Ability to remain calm and solve problems in high-pressure environments.
• Proficiency with Outlook, Teams, Office 365, and calendar management software.
• Demonstrated ability to follow processes and escalate appropriately.
• Flexible, adaptable, and willing to adjust priorities as needed.
• Discretion and professionalism in handling confidential information.

Nice To Haves

• Experience supporting a C-suite executive or senior executive team.
• Event planning and coordination experience.
• Experience with vendor management and contract coordination.
• Knowledge of financial operations or compliance requirements.
• Experience working as part of a larger administrative team.

Responsibilities

• Execute event planning and logistics under the Senior Executive Assistant’s direction, including departmental meetings, executive office events, holiday parties, town halls, and all-hands meetings.
• Coordinate vendors, catering, transportation, and on-site setup.
• Track RSVPs, attendee confirmations, and special accommodations.
• Ensure meeting preparation materials are available; track attendees and flag their status to the Senior Executive Assistant.
• Ensure materials and run-of-show documents are available to the President and CFO.
• Handle post-event follow-up, troubleshooting, and real-time problem-solving.
• Process and route routine email, prepare responses, coordinate scheduling emails and meeting confirmations, update calendars, maintain communication logs, and prepare executive communication summaries under Senior Executive Assistant guidance.
• Maintain calendar accuracy and meeting logistics, monitor for conflicts and flag them promptly, prepare weekly calendar reviews, coordinate scheduling logistics with external participants, and support scheduling calls and meetings under Senior Executive Assistant direction.
• Maintain OCFO filing systems, databases, and operational documentation.
• Prepare reports, presentations, and briefing documents.
• Manage office operations and supply ordering.
• Process expenses, reimbursements, and financial documentation.
• Manage shared calendars, scheduling tools, and software administration.
• Execute multi-executive scheduling logistics and coordinate meetings and follow-up under the Senior Executive Assistant’s strategy and direction.
• Manage operational details with internal stakeholders; document meetings, action items, and deliverables; and serve as an escalation point for operational issues.
• Assist with EA team scheduling and coordination; maintain EA playbooks, operational documentation, shared resources, and calendars; and support onboarding, knowledge transfer, and documentation of operational best practices.
• Handle urgent after-hours requests, maintain communication during business-critical situations, and escalate appropriately.
• Escalate all executive-facing or strategic decisions to the Senior Executive Assistant.

Benefits

• Health plans, including flexible spending accounts.
• 401(k) Plan with company match.
• Employee stock purchase plan (ESPP).
• Matching donations.
• Flexible time away plan.
• Family leave programs.
• Equity when applicable.
• Variable/incentive compensation.