Executive Assistant

Job Description:

In this role, you will work closely with senior leadership to ensure priorities stay on track, communications remain clear, and day-to-day operations run efficiently. You will serve as a trusted coordination partner across teams and global time zones, helping maintain a high standard of professionalism and operational excellence.

Key Responsibilities:

• Provide proactive, high-level administrative support to executive leadership.
• Manage complex calendars, meeting schedules, conference room coordination, and logistics.
• Prepare agendas, presentations, reports, and meeting materials to support leadership decision-making.
• Coordinate domestic and international travel arrangements, expense reporting, and invoice processing.
• Track action items and follow-ups to ensure timely and accurate completion of requests.
• Partner with teams across multiple global locations while maintaining professionalism, discretion, and a strong customer-service approach.
• Support operational coordination and contribute to process improvements that enhance efficiency.

Required Qualifications:

• 5+ years of administrative experience supporting senior leaders or executive-level management.
• Strong proficiency in Microsoft 365 applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Ability to manage multiple priorities, adapt quickly, and independently organize work across multiple stakeholders.
• Excellent judgment and discretion when handling confidential and sensitive information.
• Experience coordinating complex travel arrangements, including multi-leg itineraries, international travel, and last-minute schedule changes.
• Ability to remain calm, resourceful, and solution-oriented in fast-paced environments.
• Strong interpersonal and communication skills with the ability to collaborate effectively across teams and locations.
• Highly detail-oriented with strong accuracy, follow-through, and organizational skills.

Preferred Qualifications:

• Bachelors degree, associate degree, or equivalent professional experience.
• Experience with administrative and expense management tools such as Ariba Buyer, Axiom, Concur, or similar platforms.

Why Join This Role:

• Opportunity to work closely with executive leadership and contribute directly to business operations.
• Exposure to a dynamic environment involving scheduling, communications, events, and operational coordination.
• Collaboration with global teams across different regions and time zones.
• Opportunity to streamline processes and become a trusted operational partner within the organization.

Benefits Disclosure:

Russell Tobin is a leading minority-owned professional and technical recruitment and staffing advisory organization. We are comprised of specialized practices focusing on a variety of skill sets and industries. Having a depth and breadth of industry expertise, our subject matter experts are able to provide tailored and swift sourcing solutions to fulfill client hiring needs. In other words, we connect top talent with companies. We are the staffing arm of the Pride Global network, a minority-owned integrated human capital solutions firm, with additional offerings in vendor management, payroll programs, and business process optimization.

Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Equal Employment Opportunity:

Russell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment:

Russell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations:

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates:

Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.