Executive Assistant in Menlo Park, CA

Executive Assistant
12 months contract
Onsite in Menlo Park, CA 94025
Role is 5 days a week in office. There is no opportunity for remote working.

1st round interview with manager via Zoom.

Position Overview
We are seeking a highly organized, proactive, and resourceful Executive Assistant to support senior professionals in a fast-paced, client-facing environment. This role requires strong judgment, attention to detail, and the ability to manage competing priorities with minimal direction. The ideal candidate anticipates needs, handles sensitive information with discretion, and performs effectively under tight deadlines.
Key Responsibilities
Executive and Calendar Management

• Manage complex, frequently changing calendars for multiple senior professionals, resolving conflicts and prioritizing effectively.

• Coordinate internal and external meetings, calls, and video conferences across time zones.

• Schedule global meetings, often on short notice, ensuring strong attendance and smooth execution.

• Proactively monitor schedules, including travel and key commitments.
Client and Stakeholder Coordination

• Act as a primary point of contact for clients, senior leaders, and internal partners.

• Coordinate recurring and ad hoc meetings with external stakeholders, including their assistants.

• Manage logistics, invitations, and materials using internal systems and administrative AI tools to improve efficiency.

• Handle confidential communications with professionalism and discretion.
Communication and Administrative Support

• Provide phone coverage, screen calls, and manage urgent matters with sound judgment.

• Draft, edit, and prepare correspondence, presentations, and reports.

• Manage incoming communications (email, mail, requests), ensuring timely follow-up and prioritization.

• Maintain organized records and documentation.

• Use administrative AI tools to streamline document preparation, communication, and task tracking.
Meeting and Event Coordination

• Coordinate meeting logistics, including space, technology, and catering.

• Organize client events, team activities, and business functions.

• Prepare and distribute agendas and materials.
Travel and Expense Management

• Arrange domestic and international travel, including approvals, flights, hotels, and transportation.

• Prepare itineraries and maintain accurate travel profiles.

• Process expense reports accurately and on time, resolving issues as needed.
Operational and Team Support

• Partner with internal teams to resolve issues and obtain information.

• Conduct research to support business activities.

• Provide coverage for team members and adapt to changing priorities.

• Assist with onboarding and training of temporary staff.

• Support special projects and additional responsibilities as needed.
Qualifications
Required Skills and Experience

• 3 years of executive assistant or similar experience in a fast-paced professional environment.

• Strong organizational, multitasking, and time management skills.

• Ability to work independently, anticipate needs, and exercise sound judgment.

• Excellent verbal and written communication skills.

• Experience supporting multiple senior stakeholders with complex scheduling needs.

• High attention to detail and accuracy.

• Professional demeanor with discretion in handling confidential information.

• Flexible and adaptable to shifting priorities.
Technical Skills

• Advanced proficiency in Microsoft Outlook, including calendar management.

• Strong working knowledge of Word, PowerPoint, and Excel.

• Experience with video conferencing, travel and expense systems, and administrative tools.

• Experience utilizing AI-enabled workplace tools (e.g., Microsoft Copilot, ChatGPT Enterprise, Gemini, or similar approved platforms) to enhance productivity and workflow management, with demonstrated, real-world application, is a plus.
Education

• Bachelor’s degree preferred; equivalent experience considered.