Executive Administrative Assistant - II

Executive Administrative Assistant - II

Location: Santa Clara, CA

Duties

Executive Support: Provide executive administrative support for three senior leaders. Manage highly complex and frequently changing calendars across global time zones. Prioritize competing requests and independently resolve scheduling conflicts. Coordinate internal and external meetings, leadership reviews, customer meetings, offsites, and team events. Prepare agendas, meeting materials, briefing documents, and follow-up action items.

Travel & Expense Management: Coordinate domestic and international travel arrangements, including flights, lodging, ground transportation, and detailed itineraries. Anticipate travel risks and proactively identify solutions. Process and reconcile executive expenses in accordance with company policies.

Business Operations: Partner closely with leadership teams, business operations, HR, recruiting, finance, and other executive assistants. Maintain organizational documentation, distribution lists, team resources, and operational processes. Assist with planning leadership offsites, team meetings, and organizational programs.

Strategic Partnership: Anticipate executive needs and identify opportunities to increase efficiency and effectiveness. Help drive operational excellence by creating scalable processes and improving workflows. Leverage AI-enabled tools and modern technologies to streamline administrative work and improve productivity. Serve as a trusted partner and extension of the leaders you support.

Skills

Executive Support & Calendar Management: Complex calendar management across multiple executives and global time zones. Strategic prioritization of competing requests and executive agendas. Meeting planning, coordination, and logistics management. Inbox and communication management.

Communication & Relationship Management: Exceptional written and verbal communication skills. Executive presence and professionalism. Strong stakeholder management and relationship-building abilities. Ability to interact effectively with senior leaders, customers, partners, and employees at all levels.

Organization & Project Management: Outstanding organizational and time management skills. Ability to manage multiple priorities in a fast-paced environment. Strong project coordination and execution skills. Event and offsite planning experience. Attention to detail and operational excellence.

Business Acumen & Strategic Partnership: Ability to anticipate executive needs and proactively solve problems. Sound judgment and decision-making skills. Understanding of organizational priorities and business objectives. Experience serving as a trusted advisor and business partner to executives. Ability to drive process improvements and operational efficiencies.

Travel & Expense Management: Domestic and international travel coordination. Complex itinerary management. Expense reporting and reconciliation. Vendor coordination.

Technical Skills: Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Zoom. Experience with Concur or similar expense management tools. Experience leveraging AI tools to improve productivity and workflows. Ability to learn and navigate new technologies quickly.

Confidentiality & Professionalism: Ability to handle highly sensitive and confidential information. Strong discretion and sound business judgment. Professional, positive, and adaptable demeanor.

Education

Bachelor's degree preferred, or equivalent combination of education and relevant work experience. 3+ years of Executive Assistant experience supporting VP-level leaders or above.