Executive Administrator

Job Description

Job Description

Executive Administrator to the Chief of Staff (CoS) Location: Onsite – Pleasanton, California
Reporting to: Chief of Staff

At STN , we don't just adapt to the digital future, we engineer it. Our mission is to help organizations thrive in a rapidly evolving technology landscape through strategic insight, cutting-edge solutions, and a security-first mindset. We provide end-to-end services spanning cloud consulting, AI infrastructure, and enterprise security, enabling secure, scalable, and future-ready transformation.

As trusted advisors, we align IT investments with business outcomes that drive performance and growth, starting with deep strategic engagement and delivering tailored solutions built for long-term impact.

Our approach is innovation-led and rooted in cybersecurity, with a focus on leveraging the right technologies to solve real-world challenges. We invest in our people and foster a culture of growth, inclusion, and purpose because we believe empowered teams build transformative technology.

Overview
We are seeking a highly organized, proactive Executive Administrator to directly support the Chief of Staff. This is a dual-purpose role: it combines the full scope of traditional executive assistance with hands-on support for the execution of cross-functional projects and initiatives the Chief of Staff drives across the business.

The ideal candidate is a trusted right hand — someone who anticipates needs, manages competing priorities with discretion, keeps projects moving, and operates comfortably amid the ambiguity and pace of a scaling company. You will have visibility in nearly every part of the business and play a meaningful role in helping leadership operate effectively.Key Responsibilities Project & Execution Support

• Track action items, deadlines, and deliverables across multiple concurrent projects and initiatives, following up with internal and external stakeholders to keep work on schedule.
• Build and maintain project trackers, status dashboards, checklists, and timelines; flag risks, slippage, and dependencies to the Chief of Staff proactively.
• Coordinate cross-functional workstreams spanning legal/contracts, finance, insurance, HR, infrastructure, and commercial teams — ensuring the right people have what they need to deliver.
• Prepare, format, and organize documents, presentations, spreadsheets, and reports; draft first versions for the Chief of Staff’s review.
• Maintain organized filing systems and shared workspaces for contracts, vendor records, project files, and reference materials so information is easy to locate.
• Conduct research, gather data, and assemble briefing materials to support decision-making and meeting preparation.
• Help manage recurring operational processes (e.g., approvals, onboarding logistics, vendor compliance follow-ups) and recommend improvements over time.

Executive & Administrative Support

• Calendar Management: Own and optimize the Chief of Staff’s calendar — scheduling meetings, resolving conflicts, protecting focus time, and ensuring the day runs smoothly.
• Communications: Manage and triage email and messages, draft and proofread correspondence, and serve as a professional point of contact for internal colleagues and external partners.
• Meeting Coordination: Schedule and prepare for meetings — agendas, materials, logistics, and technology — then capture notes and track follow-up items to completion.
• Travel & Expenses: Arrange domestic and occasional international travel, build detailed itineraries, and prepare and submit expense reports accurately and on time.
• Event & Offsite Support: Help plan and coordinate team meetings, leadership offsites, customer-facing events, and company functions.
• Office & Logistics: Coordinate shipping/receiving, supplies, and on-site needs as required; liaise with vendors and service providers.
• Confidentiality: Handle sensitive business, legal, financial, and personnel information with the utmost discretion and professionalism.

Experience & Qualifications Required

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or in a comparable coordination/operations role supporting senior leadership.
• Exceptional organizational and time-management skills, with a proven ability to juggle multiple priorities and meet deadlines without losing details.
• Strong written and verbal communication skills and a polished, professional presence.
• High proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams) and comfort learning new tools and systems quickly.
• Sound judgment, discretion, and the ability to handle confidential information with integrity.
• A proactive, ownership-driven mindset — you anticipate needs and follow through without being asked.

Preferred

• Experience supporting a Chief of Staff, founder, or C-suite executive at a high-growth or technology company.
• Familiarity with project-tracking and collaboration tools, document management, and basic contract/vendor administration workflows.
• Experience coordinating across legal, finance, HR, or operations functions.

Why Join STN

• A front-row seat at a fast-scaling company at the center of the AI infrastructure and enterprise IT market.
• Direct partnership with the Chief of Staff and broad exposure across the executive team and every function of the business.
• Meaningful ownership, room to grow, and the chance to shape how a high-velocity organization operates.

Compensation

• Full-Time, Exempt
• $70,000-$90,000/year, DOE

Benefits

• Health Coverage – Medical, Dental & Vision
• FSA Health and Dependent Care available
• 401(k) Plan
• Unlimited Paid Time Off (PTO)
• Observed Holidays Paid
• Cell Phone Allowance
• Collaborative, growth-driven culture

Candidates must be U.S. Citizens or Permanent Residents. We are unable to provide sponsorship at this time.

Employment is contingent upon the successful completion of a background check and reference verification. All applicants must be authorized to work in the United States on a full-time basis.

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