Administrative Assistant; West Coast

Administrative Assistant/Executive Assistant

The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office. Provide executive administrative support for a senior leader, including proactive calendar management, meeting scheduling and logistics, expense reporting, travel coordination, and handling day to day operational requests.

The role partners closely with the leader, their extended leadership team, and other admins to ensure meetings, deadlines, and deliverables are managed smoothly. The day includes prioritizing competing requests, anticipating needs, coordinating across time zones, and maintaining discretion on sensitive information. The purpose of this team is to support a large sales organization by managing team wide rhythms of business, including calendars, recurring meetings (e.g., MBRs, executive briefings), planning and execution of FY27 rhythms of business, and coordination of internal events.

This role will contribute to managing team wide rhythms of business across a large sales organization, including ownership of calendars, recurring meetings, and monthly business reviews. The contractor will support forward planning by building out the fiscal year calendar and rhythm of business using existing models, as well as assist with internal event planning and logistics. Additional responsibilities include operational support such as distribution group management and ad hoc projects as needed.

Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Review and approve invoices, reports, memos, letters, financial statements, and other documents. Review and approve corporate documents, records, and reports. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Prepare agendas and make arrangements for committee, board and other meetings.