Executive Assistant

Executive Assistant

Department: Executive Operations

Location Hybrid – 3 days per week in Mountain View, CA

Our client is a dynamic organization operating in a fast-paced, collaborative environment. The company supports cross-functional teams and senior leadership to drive operational excellence and organizational effectiveness. With a strong emphasis on professionalism, communication, and efficiency, the organization values proactive problem‑solvers who can anticipate needs and ensure leaders are positioned to focus on strategic priorities.

We are seeking an experienced Executive Assistant to provide high‑level administrative support to multiple Directors. This role plays a critical part in ensuring leadership time is used effectively and that executives remain organized, prepared, and well‑connected across the organization. The Executive Assistant will manage complex calendars, coordinate communications, and support documentation and reporting needs while exercising sound judgment and discretion.

This individual will serve as a liaison between leadership and internal/external stakeholders, helping drive cross‑functional coordination and ensuring seamless execution of meetings, events, and projects. The ideal candidate thrives in a fast‑paced environment, anticipates needs before they arise, and demonstrates exceptional organizational and communication skills.

• Manage complex Outlook calendars for multiple Directors.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Proactively resolve scheduling conflicts and prioritize competing demands.
• Manage executive email and Slack communications.
• Serve as liaison between executives and internal and external stakeholders.
• Prepare reports, presentations, and executive materials.
• Maintain company records and assist with data analysis as needed.
• Organize team meetings, conferences, offsites, and team‑building events.
• Ensure meeting logistics, materials, and follow‑ups are completed.
• Track and process expense reports and support budgeting documentation.
• Coordinate project deliverables and maintain timelines.
• Support cross‑functional partners and other Executive Assistants as needed.

• 3+ years of executive administrative experience supporting multiple leaders.
• Advanced Outlook calendar management experience (required).
• Expert-level proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Strong proficiency in Google Workspace (Docs, Slides, Sheets).
• Experience working with Windows desktop applications.
• Experience using Box.
• Strong cross‑functional communication skills.
• Exceptional coordination and organizational skills.
• High level of discretion handling confidential information.
• Strong interpersonal and customer service mindset.
• Experience with Concur for expense reporting.

• $70.72 per hour

Executive Assistant | Executive Support | Administrative Support | Calendar Management | Outlook | Microsoft Office | Google Workspace | Hybrid | Executive Operations