Executive Administrative Assistant Job Rohnert Park area,California USA,Administrative/Clerical

SUMMARY

The Executive Administrative Assistant serves as a trusted operational partner to the CEO and eight-member Executive Leadership Team (ELT). This role goes beyond traditional administrative support — it requires sound judgment, discretion, and the ability to anticipate needs, manage competing priorities, and keep the organization moving. The ideal candidate is a proactive, detail-oriented professional who takes ownership of outcomes and builds strong relationships across the company.

ESSENTIAL

FUNCTIONS

Executive and Calendar Support

Manage and maintain calendars for the CEO and ELT, including proactive scheduling, prioritization, and conflict resolution
Maintain the calendar for the company through the corporate calendar and timing associated with key company and stakeholder meetings.
Anticipate executive needs by maintaining working knowledge of CEO priorities, active projects, key vendors, and associated budgets
Coordinate vendor relationships, process invoices, and support setup and onboarding of new vendors as needed
Leverage organizational systems, tools, and relationships to move work efficiently across the company

Meeting Coordination and Execution

Plan and execute logistics for Board and ELT meetings, including room booking, catering, audiovisual setup, and video conference preparedness – both on and offsite
Prepare and format Board meeting materials — presentations, PDFs, and supporting documents — consistent with brand guidelines
Attend meetings as requested; capture notes, track action items, and follow up on decisions
Coordinate guest and external participant meeting setups

Travel and Expense Management

Arrange all ELT travel, including domestic and international bookings (flights, accommodations, ground transportation)
Coordinate international travel arrangements for all employees except Regional Relationship Managers
Book Board travel as requested
Submit and reconcile expense reports for ELT and Board members
Reinforce and guide compliance with company travel and expense policies

Confidentiality and Discretion

Handle all sensitive and confidential information — executive discussions, personnel matters, business decisions — with the highest level of discretion
Maintain trust as a consistent steward of confidential company information

Special Projects

Support ad hoc initiatives and special projects as assigned by the CEO or ELT

REQUIREMENTS

5-7 years of progressive experience in executive administrative support, preferably supporting C-suite leaders
Certified Administrative Professional (CAP) designation strongly preferred
Bachelor's Degree desired

Knowledge/Abilities/Skills

Advanced proficiency in Microsoft Office Suite (Teams, Excel, PowerPoint, Outlook) and virtual meeting platforms
Strong organizational skills with the ability to manage multiple priorities simultaneously without losing accuracy or follow-through
Exceptional written and verbal communication skills
Proactive, resourceful, and solutions-oriented — takes initiative without waiting to be asked
Builds effective relationships across all levels of the organization
Culturally sensitive and comfortable supporting a diverse, global stakeholder base
High standards for quality and a genuine investment in delivering excellent work
Comfortable with ambiguity and able to adapt quickly to shifting priorities

Travel Requirements: N/A Office Hours/

Location:

This position is based in Rohnert Park, CA. Office hours are Monday through Friday, 8:30 – 5:00 pm. This is an onsite role offering flexibility to occasionally work remotely. Expected in-office days are Monday - Friday. Subject to change.
Remote candidates will not be considered for this role.

Physical/Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand;

walk; reach with hands and arms; and stoop, kneel, crouch or crawl. The…