Executive Assistant

This is a fully remote position, open to applicants in California.

📋 Description

• Provide support to the Senior Executive Assistant and the executive office of the President and Chief Financial Officer.

• Plan and manage logistics for departmental meetings, events for the executive office, holiday celebrations, town halls, and all-hands meetings.

• Coordinate with vendors, catering services, transportation, on-site setup, RSVPs, attendee confirmations, and any special accommodations.

• Prepare meeting materials and run-of-show documents; keep track of attendees and flag any status updates.

• Manage post-event follow-up, troubleshooting, and real-time problem-solving tasks.

• Oversee routine email processing, including routing, responses, scheduling emails, meeting confirmations, and calendar updates.

• Maintain communication logs and compile executive communication summaries.

• Ensure calendar accuracy by updating meeting logistics, monitoring conflicts, and preparing weekly calendar reviews.

• Coordinate scheduling logistics involving external participants.

• Maintain filing systems, databases, operational documentation, shared calendars, scheduling tools, and software administration tasks.

• Create reports, presentations, and briefing documents.

• Handle office management responsibilities, including supply ordering, expenses, reimbursements, and financial documentation.

• Execute multi-executive scheduling logistics and manage follow-up coordination.

• Document meetings, action items, deliverables, processes, and operational best practices.

• Assist with scheduling for the EA team, onboarding, knowledge transfer, and shared team resources.

• Address urgent after-hours requests and maintain communication during critical business situations.

• Escalate executive-facing and strategic decisions to the Senior Executive Assistant.

⛳️ Requirements

• Minimum of 5 years’ experience as an Executive Assistant.

• Willingness to travel to the Bay Area.

• Proficient in social media skills, including content creation and management across various platforms.

• Strong organizational and project management abilities.

• Capability to manage multiple priorities effectively.

• Exceptional written and verbal communication skills.

• Ability to engage in professional correspondence.

• Capacity to work independently while following the direction of the Senior Executive Assistant.

• Keen attention to detail and accuracy in documentation and logistics.

• Ability to remain composed and problem-solve in high-pressure situations.

• Proficient with Outlook, Teams, Office 365, and calendar management software.

• Proven ability to follow processes and escalate issues appropriately.

• Flexibility and adaptability to shifting priorities.

• Discretion and professionalism in handling confidential information.

• Preferred: Experience supporting C-suite or senior executive teams.

• Preferred: Background in event planning and coordination.

• Preferred: Experience with vendor management and contract coordination.

• Preferred: Knowledge of financial operations or compliance requirements.

• Preferred: Experience working as part of a larger administrative team.

🏝️ Benefits

• Equity (when applicable).

• Variable/incentive compensation.

• Health plans.

• Flexible spending accounts.

• 401(k) Plan with company match.

• ESPP.

• Matching donations.

• Flexible time away plan.

• Family leave programs.

• Remote work persona / distributed work flexibility.