Personal Assistant

Job Description – Executive Assistant to CEO

Job Title:

Executive Assistant to CEO

Location:

Dublin, California, USA

Work Model:
Onsite/Hybrid

Experience:

0-2 years

Industry: Software / Technology

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to support the CEO of a global

software company with offices across India, South Africa, Mexico, and the USA. The ideal candidate will be experienced in

managing executive schedules, coordinating travel and meetings, handling confidential information, and supporting senior

leadership activities.

The candidate should have excellent communication, organizational, multitasking, and problem-solving skills, with the

ability to work effectively in a fast-paced and dynamic executive environment.

• Manage and optimize the CEO's complex and dynamic calendar, balancing competing priorities and making adjustments as business requirements change.
• Coordinate appointments, meetings, calls, and other executive commitments while ensuring efficient use of the CEO's time.
• Provide comprehensive administrative and executive support to the CEO and assist with day-to-day executive functions.
• Plan and coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries,
• Prepare and maintain detailed travel itineraries and handle travel expense reconciliation and reporting.
• Coordinate and support executive leadership meetings, including scheduling, preparation of meeting materials, note-taking, and documentation of key decisions.
• Track and follow up on action items and deliverables resulting from executive meetings to ensure timely completion.
• Handle sensitive and confidential business information with a high degree of discretion, professionalism, and confidentiality.
• Organize and coordinate executive events, leadership meetings, off-sites, and company activities.
• Work closely with internal teams, senior leadership, external partners, and vendors to ensure smooth execution of meetings and events.
• Anticipate the CEO's needs and proactively identify opportunities to improve workflow, organization, and time management.
• Support special projects and other executive-level initiatives as assigned.
• Coordinate across global teams and time zones, particularly teams located in India, South Africa, Mexico, and the USA.

• 0-2 years of experience as an Executive Assistant, Personal Assistant, Administrative Business Partner, or similar executive support role.
• Experience supporting a CEO, Founder, President, C-level executive, or senior leadership team is highly preferred.
• Strong experience with calendar management, travel coordination, meeting management, and executive administration.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities with exceptional attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to handle confidential and sensitive information professionally.
• Strong follow-up and coordination skills.
• Proficiency with Microsoft Office Suite, Outlook, Teams, Excel, PowerPoint, and calendar management tools.
• Ability to coordinate with stakeholders across multiple time zones and international locations.