Executive Administrative Assistant

Located in Campbell, California, Mia Rec is an award-winning software company that offers AI-powered Automated Quality Management and Conversation Intelligence solutions for contact centers worldwide. Our Generative AI-powered platform is designed to automate workflows, save costs, boost efficiency, enhance customer experiences, grow revenue, and drive digital transformation.

We are at an exciting growth stage and are building a focused, high-impact sales organization to take Mia Rec to the next level of revenue and market presence.

We are seeking an Executive Administrative Assistant who will function as a trusted right hand of the CEO and COO, handling a wide range of executive, personal, and administrative tasks with reliability and discretion.

This role is execution-focused and hands-on. You will be responsible for taking work off the executives’ plates, especially travel, logistics, scheduling, and ad hoc administrative needs, so leadership can focus on strategy, growth, and people management.

A strong on-site presence, sound judgment, and the ability to handle both professional and personal requests are essential.

As an Executive Admin Assistant at Mia Rec
, you will be responsible for the following:

Executive & Personal Support

• Provide day-to-day administrative and personal assistance to the CEO and COO.
• Manage calendars, appointments, reminders, and scheduling details.
• Assist with personal tasks as requested, handling them with discretion and professionalism.
• Prepare documents, organize information, and support routine executive correspondence.

Executive Travel & Logistics

• Fully own executive travel planning and execution, including flights, accommodations, ground transportation, itineraries, and last-minute changes.
• Ensure travel is accurate, organized, and executed smoothly with minimal follow-up or escalation.
• Occasionally travel with or ahead of the CEO/COO to support on-site logistics for trade shows, events, and key meetings, including coordination for the sales team when needed.

On-Site Events & Office Logistics

• Assist with planning and coordinating on-site meetings, executive visits, and internal events.
• Support day-to-day office logistics and administrative needs.
• Coordinate room setups, materials, and schedules for meetings and events.
• Assist with light office upkeep and daily office routines (e.g., preparing coffee, tidying shared spaces, and maintaining kitchen organization).

Administrative & Ad Hoc Support

• Handle ad hoc administrative tasks quickly and accurately.
• Support leadership with operational follow-through as needed.
• Temporarily step in to assist with office management responsibilities during maternity leave to ensure continuity.

Experience

• At least 3-5 years of experience as an Executive Administrative Assistant, Executive Assistant supporting senior leaders.
• Prior experience supporting CEOs, COOs, or founders strongly preferred.

Skills & Approach

• Highly organized, detail-oriented, and execution-driven.
• Comfortable handling both business and personal tasks, including errands.
• Strong judgment, discretion, and professionalism.
• Able to manage shifting priorities and last-minute requests calmly and efficiently.
• Service-minded, dependable, and proactive in completing assigned tasks.

Work Style

• Thrives in an on-site role with real-time coordination and communication.
• Comfortable being a day-to-day support extension of leadership.
• Willing and able to travel occasionally to support executives and the sales team at trade shows, conferences, and off-site events.

LOCATION & SCHEDULE

• On-site location in Campbell, CA, with a modern, sunlit office near downtown and The Pruneyard.
• Monday–Friday, 8:00 AM – 4:30 PM Pacific Time

COMPENSATION & GROWTH

• Opportunity to grow into expanded responsibilities as Mia Rec scales its organization.
• Comprehensive benefits package including health, vision, dental, and disability insurance.
• 401(k) with up to 4% company matching to support your financial future.

OUR CORE VALUES

At Mia Rec, we don’t just build technology—we build with purpose. Our culture is shaped by five core values that guide how we work, collaborate, and grow:

• Commitment to Excellence – We take pride in high-quality work, push through challenges, and get things done with purpose.
• Proactive Ownership – We don’t wait to be asked. We take initiative and lead with accountability.
• Integrity in Every Action – We do what’s right, not what’s easy—trust is non-negotiable.
• Growth Mindset – We stay curious, welcome feedback, and continuously improve.

If you are a highly professional Executive Administrative Assistant who is comfortable supporting executives with both administrative and personal tasks, and enjoys being a reliable, on-site extension of leadership, we’d love to hear from you.