18118-Administration | Executive Assistant-CA

Executive Assistant

Location: Menlo Park, CA Schedule: 100% Onsite (5 Days per Week) Duration: 12-Month W2 Contract Pay Rate: $40.00/hour

Pride Global and its affiliates offer eligible employees comprehensive benefits, including medical, dental, and vision insurance, 401(k), life and disability insurance, employee assistance programs, legal support, pet insurance, and additional employee discount programs.

About the Role

We're seeking a highly organized and proactive Executive Assistant to support senior leaders in a fast-paced financial services environment. This role is ideal for someone who thrives on managing complex schedules, coordinating across multiple stakeholders, and keeping executives organized while handling confidential information with professionalism and discretion.

This is a fully onsite position with no remote work option.

What You'll Do

Executive Support

• Manage complex calendars for multiple senior executives, balancing competing priorities.
• Coordinate meetings across multiple time zones, including internal, client, and global meetings.
• Anticipate scheduling conflicts and proactively resolve issues.
• Monitor executive calendars, travel schedules, and key business commitments.

Administrative Support

• Serve as a primary point of contact for executives, clients, and internal business partners.
• Screen phone calls and prioritize urgent requests.
• Draft and edit correspondence, presentations, reports, and meeting materials.
• Organize emails, documents, and administrative records.
• Utilize AI productivity tools (such as Microsoft Copilot or ChatGPT Enterprise) to improve workflow and document preparation.

Meeting & Event Coordination

• Schedule conference rooms and virtual meetings.
• Coordinate catering, technology, and meeting logistics.
• Organize client events, team meetings, and business functions.
• Prepare agendas and distribute meeting materials.

Travel & Expense Management

• Arrange domestic and international travel.
• Create detailed travel itineraries.
• Process expense reports accurately and resolve any reporting issues.
• Maintain executive travel profiles.

Team & Operational Support

• Collaborate with internal departments to resolve administrative issues.
• Conduct research and support special projects.
• Provide backup support for other administrative staff when needed.
• Assist with onboarding temporary staff and administrative training.

Qualifications

Required

• 3+ years of Executive Assistant or senior administrative experience.
• Experience supporting multiple executives in a fast-paced corporate environment.
• Strong calendar management and scheduling skills.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• High level of professionalism and discretion with confidential information.
• Ability to work independently and adapt to changing priorities.

Technical Skills

• Advanced Microsoft Outlook (calendar management).
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Experience with travel booking and expense reporting systems.
• Familiarity with video conferencing platforms.
• Experience using AI workplace tools (Microsoft Copilot, ChatGPT Enterprise, Gemini, or similar) is a plus.

Education

• High School Diploma or GED required.
• Bachelor's degree preferred.

Why Apply?

• $40.00/hour
• 12-month W2 contract
• Opportunity to support senior leadership at a leading global financial institution
• Professional, fast-paced corporate environment
• Comprehensive benefits available through Pride Global for eligible employees

Equal Employment Opportunity

Pride Global and its affiliates are Equal Opportunity Employers. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, age, sexual orientation, gender identity, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Hiring

Qualified applicants with criminal histories will be considered in accordance with applicable federal, state, and local Fair Chance laws, including the California Fair Chance Act.

Reasonable Accommodations

Reasonable accommodations are available throughout the hiring process and for qualified employees with disabilities. Applicants requiring accommodation are encouraged to request assistance during the application process.