Executive Assistant – Global CSO Job Santa Clara area,California USA,Administrative/Clerical

Manage a highly complex, multi-time-zone executive calendar aligned with strategic priorities, leadership commitments, and customer-facing activities
Anticipate scheduling conflicts, shifting priorities, critical deadlines, and preparation needs
Coordinate leadership cadences, executive reviews, customer engagements, and cross-functional meetings
Prepare agendas, briefing materials, presentations, and background information for meetings and engagements
Track key decisions, commitments, action items, deliverables, milestones, dependencies, and deadlines
Coordinate complex domestic and international travel, including flights, accommodations, visas, ground transportation, and itineraries
Manage and reconcile travel and expense reports according to company policies
Coordinate global leadership meetings, town halls, offsites, customer events, and executive engagements
Serve as a trusted point of contact for senior executives, customers, employees, vendors, and external partners
Support executive and organizational communications, leadership messages, presentations, and internal communication materials
Partner with Corporate Communications and other functions to support aligned messaging
Handle sensitive and confidential information with discretion
Support the WW CSO leadership team’s meetings, business reviews, planning activities, and organizational milestones
Maintain org charts, distribution lists, leadership materials, and business-critical resources
Support onboarding and integration of new leadership team members and key hires
Coordinate procurement activities, purchase orders, vendor setup, and administrative processes
Support strategic and cross-functional initiatives for the VP and leadership team
Support planning and visibility for headcount, budgets, operational metrics, and leadership priorities
Identify process simplification and workflow improvement opportunities
Leverage AI, automation, and digital tools to improve executive productivity, reporting, communication, and operational efficiency

Requirements

Bachelor’s degree preferred or equivalent relevant work experience
5+ years of experience supporting VP-level, C-suite, or equivalent senior executives, preferably in a global, matrixed organization
Must possess a valid current U.S. passport and be able to travel domestically and internationally as required
Experience in life sciences, diagnostics, technology, services, or other customer-centric industries preferred
Advanced proficiency with Microsoft 365, including Outlook, PowerPoint, Excel, Word, Teams, SharePoint, and Copilot or comparable AI-enabled productivity tools
Ability to manage complex calendars, competing priorities, high-volume workflows, and confidential matters with exceptional accuracy and attention to detail
Strong business judgment, critical thinking, problem-solving skills, and professionalism
Ability to anticipate needs, work independently, and take appropriate action with limited direction
Track record of building trusted relationships and working effectively with senior leaders and diverse global stakeholders
Excellent written and verbal communication skills
Strong executive presence, judgment, and discretion
Proactive, resourceful, adaptable, and solution-oriented approach
Exceptional organizational, prioritization, and follow-through skills
Ability to remain effective and composed in a fast-paced environment with changing priorities
Strong interpersonal skills with an approachable, confident, and professional presence
Global mindset and cultural awareness across multiple regions, cultures, and time zones
Strong sense of ownership and accountability
Curiosity and willingness to challenge existing ways of working and identify opportunities for improvement
Digital and AI mindset, with…