Administrative Assistant

Administrative Assistant We're looking for an experienced, career-oriented Administrative Assistant to support multiple executives on our GenAI Member Experience team. This administrative professional should be ready to hit the ground running and bring their established expertise to our fast-moving, high-stakes environment. You'll be based in Los Gatos or Los Angeles, supporting leaders working at the intersection of AI, product, engineering, and design. The team moves fast, operates with high autonomy, and needs an admin who can absorb complexity, exercise judgment, and stay two steps ahead without being asked. What You'll Do Calendar & Scheduling Own and manage complex, high-volume calendars for 24 executives including internal and external meetings, heads-down blocks, and transition time between meetings Operate with high autonomy: decline, defer, or reschedule meetings that don't meet pre-agreed criteria without needing to check in every time Anticipate conflicts before they happen and come to your exec with a potential solution already drafted Travel & Logistics Coordinate domestic and international travel arrangements end-to-end, including flights, hotels, ground transport, and on-the-ground scheduling Handle passport renewals and visa processing as needed Build itineraries that are airtight and account for time zones, walking time, breaks, and transition logistics Communication & Coordination Communicate decisions, not just completions by closing the loop proactively so your execs are never left wondering what happened Exercise judgment on what warrants a check-in versus what you can handle and document independently Serve as a professional point of contact for internal and external partners across engineering, design, and cross-functional teams Support onboarding logistics for new team members Events & Special Projects Plan and execute team and cross-functional off-sites, including vendor coordination, lodging, catering, A/V, and transport Assist with ad hoc projects such as presentations, org charts, and spreadsheets executing independently and flagging when scope or priority is ambiguous Process expense reports accurately and on time What We're Looking For 5+ years of experience as an Executive or Administrative Assistant you're a career admin, not someone in transition Proven experience supporting senior executives in a fast-paced, complex environment You see the conflict coming before your exec does, and you've already drafted the solution You close the loop proactively communicating what you did and why, not waiting to be asked High ownership mentality: if you're out, you've already lined up a backup and given them the context they need Ability to absorb ambiguity, make a judgment call, and check in appropriately rather than escalating everything or freezing Strong proficiency in Google Workspace: Gmail, Google Calendar, Docs, and Groups Discretion with confidential information and sound judgment about what to surface and when Experience planning team events and offsites from end to end Strong written and verbal communication skills Nice to Have Experience supporting leaders in technology, product, or AI-adjacent organizations Familiarity with Slack and the Google Suite as primary communication tools Experience supporting multiple executives simultaneously with varying working styles