Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level administrative and operational support in Palo Alto, California. This Long-term Contract position combines executive coordination, HR-related assistance, and event support in a fast-moving environment where strong judgment and organization are essential. The ideal candidate is proactive, service-oriented, and comfortable managing competing priorities while maintaining accuracy and responsiveness.

Responsibilities:
• Oversee complex calendar scheduling for leadership, including internal discussions, external appointments, and vendor meetings while resolving timing conflicts and preserving productive gaps between commitments.
• Provide administrative support for recurring business priorities such as policy renewals, reporting follow-up, and stakeholder communications to keep deadlines on track.
• Manage a shared HR support inbox and ticketing workflow, responding to employee inquiries within established service timelines and maintaining consistent follow-through.
• Assist with employee-related administrative needs, including support for student workers and general People Operations coordination.
• Contribute to event planning efforts by organizing travel, coordinating onsite logistics, and helping deliver key People Operations programs and special events.
• Prepare and reconcile expense reports by gathering documentation, tracking submissions, and ensuring records are complete and accurate.
• Arrange meeting spaces and coordinate logistics for team sessions, leadership meetings, and other business activities as needed.
• Partner with external vendors and internal stakeholders to support day-to-day operations and ensure administrative tasks are completed efficiently.