Senior Director’s Assistant

Senior Director’s Assistant
Location: Oakland, CA
Duration: September 14, 2026 – January 15, 2027
Work Schedule: On-site, 5 days per week
Travel: Local travel to several Bay Area office locations may be required

Role Overview

We are seeking an experienced Senior Director’s Assistant to provide high-level administrative and operational support to three Directors and their organizations. This role requires exceptional organization, discretion, communication, and the ability to manage multiple priorities in a fast-paced business environment.

The Senior Director’s Assistant will manage complex calendars, coordinate meetings and travel, prepare executive-level communications and presentations, track expenses and administrative processes, and support day-to-day department operations. The successful candidate will serve as a trusted administrative partner to senior leaders and help ensure their organizations operate efficiently and effectively.

What Success Looks Like

Success in this role means keeping executive schedules and priorities organized, ensuring meetings and communications are handled smoothly, completing administrative and financial tasks accurately and on time, and proactively following up on commitments and open issues.

The ideal candidate will anticipate administrative needs, communicate effectively with leaders and stakeholders, maintain confidentiality, and help improve department workflows and operational efficiency.

Key Responsibilities

• Manage complex calendars for three Directors, including scheduling, rescheduling, prioritizing meetings, and resolving scheduling conflicts.
• Coordinate meeting logistics, including conference rooms, agendas, virtual meeting platforms, materials, and required participants.
• Prepare, proofread, edit, and format executive correspondence, presentations, agendas, reports, spreadsheets, and other business documents.
• Track action items and follow up with stakeholders to ensure commitments, deadlines, and open issues are addressed.
• Coordinate business travel, itineraries, events, catering, conferences, and local office support.
• Process invoices, purchase orders, expense reports, commercial card reconciliation, and other department-related financial and administrative activities.
• Support department processes related to HR, compliance, safety, onboarding, training tracking, distribution lists, organization charts, and building service requests.
• Maintain accurate and organized electronic records, filing systems, department documentation, office supplies, and equipment orders.
• Prepare reports, track departmental metrics, and assist with workflow improvements and administrative process optimization.
• Provide backup administrative support to other leaders and team members as needed.
• Handle sensitive and confidential information with professionalism and discretion.
• Perform additional administrative and operational duties as assigned.

Required Qualifications

• High school diploma or GED.
• At least 2 years of experience supporting multiple Director-level leaders or above .
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to handle confidential information with discretion and professionalism.
• Strong problem-solving and follow-through skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Ability to work independently while collaborating effectively with executives, employees, and business partners.
• Ability to work on-site 5 days per week in Oakland, CA , with local travel to Bay Area office locations as needed.

Preferred Qualifications

• Associate’s degree or equivalent combination of education and experience.
• 4+ years of administrative or executive support experience.
• Experience supporting multiple senior executives or Directors in a large organization.
• Experience coordinating executive meetings, travel, expenses, events, records, and departmental operations.
• Experience with expense management, purchasing, invoices, and administrative financial processes.
• Experience supporting HR, compliance, safety, onboarding, or training activities.
• Experience identifying opportunities to improve administrative processes and workflows.