Executive Assistant - C-Suite

The Executive Assistant role is a position that requires the ability to interact in a fast-paced environment, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. The ability to learn, retain and understand the company’s corporate structures are important to provide the level of support and knowledge necessary to complete daily tasks. This position will have a variety of responsibilities and requires the ability to work effectively within a team environment, take initiative, and be extremely self-motivated. The ability to build and maintain strong relationships throughout the organization will be critical. This individual needs to enjoy the administrative challenges of supporting a diverse group and can work effectively in a multi-task environment that requires strong organization and communication skills, with focus and attention to detail.

How We Work: We balance hard work and innovation through meaningful, in office collaboration. Please note, this role is 100% onsite out of our Newark, CA HQ. 

You Will: 

• Calendar Management: Coordinate and manage complex schedules for multiple C-Suite Executives, including internal and external meetings, travel arrangements, and events. Prioritize and resolve conflicts with a focus on maximizing efficiency.
• Meeting Coordination: Organize and prepare materials for meetings, including agendas, presentations, and minutes. Ensure timely follow-up on action items and commitments.
• Communication and Correspondence: Serve as the primary point of contact for internal and external communications, including managing email correspondence, preparing reports, and drafting executive communications, ensuring accuracy and attention to detail.
• Travel Coordination: Plan and coordinate domestic and international travel arrangement, including itineraries, accommodations, transportation, and expense reports.
• Project Support: Assist with the planning and execution of special projects, initiatives, and events as directed. This may include research, data analysis, and coordination with cross-functional teams.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
• Administrative tasks: Performa a variety of administrative tasks, including document management, expense reporting, and ad hoc tasks as directed.
• Relationship Management: Build and maintain positive working relationships with key stakeholders, including executives, team members, and external partners.
• Process improvement: Identify and implement process improvements to enhance efficiency and effectiveness.
• Event Coordination: Assist in organizing and coordinating team events and off-site meetings, ensuring smooth execution.

You Bring: 

• Experience: Minimum of 8 years of experience as an Executive Assistant, preferably supporting multiple executives in a fast-paced environment.
• Education: A bachelor's degree in Business Administration or a related field is preferred, equivalent experience may be consider in lieu of a degree. 
• Skills:
  • Exceptional organizational and time management skills with the ability to prioritize tasks and meet deadlines.
  • Excellent verbal and written communication skills, with the ability to effectively communicate with individuals at all levels of the organization.
  • Demonstrate high degree of professionalism, discretion and confidentiality.
  • Proficiency in Microsoft Office Suite, calendar management software, and collaboration platforms.
  • Strong attention to detail and accuracy in all aspects of work, including document preparation and data management.
  • Proactive and resourceful in identifying and resolving issues or challenges, demonstrating strong problem-solving skills, and ability to think critically.
  • Ability to adapt to changing priorities and work effectively in a dynamic and fast-paced environment.
  • Highly professional demeanor and appearance, with the ability to represent your executives and the organization in a professional manner.