Executive Assistant

Overview

We are One Workplace. We believe that people with a purpose need great spaces to perform their best work. We think big but work small, innovate through relentless curiosity, and treat each other – and our clients – like family. For the past 100 years, we haven’t forgotten who we are, and we’ve never stopped changing. From big city skyscrapers to the west coast's premier universities and medical facilities, we design insightful work spaces with the latest technology to provide our clients an environment that embodies their image and encourages success.

Our drive and dedication to providing our clients with innovative spaces and solutions has helped us expand our footprint, and now it is time to expand our team.

One Workplace is committed to the development of empathetic leaders, diversification of talent and increased representation at every level of our business. We believe in cultivating a culture of inclusion and are dedicated to building and retaining teams through removing unnecessary barriers to employment and providing opportunities for career growth. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or veteran status.

Compensation range: $85,000 - $115,000/year

Location:

Santa Clara (work will primarily be on‑site)

Hours:

7-4 or 8-5

The base salary will be determined based on your location, experience and the pay of employees in similar positions. Actual total compensation will be dependent upon the individual's skills, experience and qualifications.

OWP Benefits:

• 15 days of PTO
• 9 Paid holidays
• Medical/Dental/Vision Insurance
• Profit Sharing
• 401k + Employer Match
• Paid Parental Leave
• Wellness App with reimbursement of up to $500/year

We are seeking a highly organized and proactive Executive Assistant who will provide direct support to the Chief Executive Officer while also contributing to key projects across the organization. This role requires exceptional organizational skills, strong communication, and the ability to manage multiple priorities in a fast‑paced environment. The ideal candidate will not only anticipate needs and streamline operations for the executive but also bring project management expertise to ensure initiatives are delivered on time and with impact, all while fostering strong relationships and modeling a people‑first, collaborative approach.

Key Responsibilities

Executive Support

• Manage calendars, schedule meetings, submit expense reports and coordinate travel in a thoughtful and efficient way.
• Draft, edit, and prepare correspondence, presentations and reports.
• Handle sensitive information with professionalism and discretion.
• Serve as a connection point between the executive and internal/external partners, ensuring communication is timely and clear.
• Support leadership and board meetings, including agenda preparation, logistics, and follow‑up.
• Potential to support additional executives as needed.

Project Management & Coordination

• Partner with the executive and colleagues to plan, track, and manage key initiatives and projects.
• Develop project timelines, deliverables, and progress updates to keep work moving forward.
• Bring together cross‑functional teams, ensuring clarity on roles, responsibilities, and goals.
• Conduct research and synthesize information to support informed decision‑making.
• Identify opportunities to improve processes and workflows that make work easier and more effective.

Workplace Experience

• Coordination and implementation of large internal events in collaboration with the Workplace Experience Team, including but not limited to company meetings and significant company celebrations

Qualifications

• Previous experience in executive support, project coordination, or related roles.
• Strong organizational and project management skills; familiarity with tools such as Asana, Trello, or MS Project is a plus.
• Excellent written and verbal communication skills.
• Ability to prioritize and manage multiple tasks in a fast‑paced environment.
• High level of discretion and sound judgment.
• 3+ years of prior executive assisting or 5+ years of successive administrative support
• Bachelor’s degree, associate’s degree, or equivalent experience welcomed.

Key Competencies

• Exercises confidentiality and discretion when handling sensitive information.
• Proactive, resourceful, and detail‑oriented.
• Strong interpersonal skills with the ability to build positive relationships at all levels.
• Adaptable and comfortable navigating shifting priorities.
• Collaborative and team‑oriented, with a focus on shared success.