Executive Assistant

Executive Assistant

Executive Assistant Functional Area Teammate - Operations City Palo Alto Work Location Type On-site State CA Employment Type Full-time (30+ hrs/week)/FULLTIME

Position Summary

Provide comprehensive administrative support for Senior-Level Executives exercising sound judgment, discretion, and with independent decision-making within delegated areas. Manage complex executive calendars, including scheduling, prioritization, meeting coordination, travel arrangements, conferences, and related logistics. Coordinate in-person and virtual meetings and events for executives and their teams, including room setup, agenda management, materials, attendee coordination, and follow-up items as needed. Prepare, reconcile, track, and submit expense reports in a timely and accurate manner. Proactively anticipate executive needs through analysis of schedules, meetings, key projects, travel plans, deadlines, and events. Facilitate communication across departments, operational teams, external partners, vendors, and visitors. Establish, maintain, and update files, records, and other administrative documents. Handle confidential, sensitive, and non-routine information with a high degree of discretion and professionalism. Support day-to-day office needs and help maintain an efficient, organized, and welcoming work environment at Cognita HQ. Maintain office organization and inventory by ensuring workspaces, kitchens, conference rooms, and common areas are fully stocked and operational Coordinate onboarding logistics for new hires, including workspace setup, equipment provisioning, office access, and orientation support. Serve as the onsite point of contact for employees, guests, candidates, visiting executives, facilities teams, service providers and vendors Coordinate office logistics, facility requests, special projects, and general office readiness. Other duties as assigned.

Desired Professional Skills And Experience

Bachelor's degree preferred, or equivalent combination of education and experience. Minimum of 3-5 years of relevant administrative or operational support experience, preferably supporting C-Level, VP-level, or senior technology executives. Exceptional organization, follow-through, and attention to detail. Strong calendar management, scheduling, travel coordination, and meeting logistics skills. High ownership mindset, with the ability to create structure, improve processes, and keep teams organized with minimal direction. Excellent written and verbal communication skills. Sound judgment, discretion, and ability to maintain confidentiality. Ability to prioritize competing needs in a fast-paced environment. Proficiency with Microsoft Office, calendar/email tools, and collaboration platforms. Comfort supporting onsite office coordination alongside EA responsibilities.

Competitive Benefits package Eligibility starts the month after hire, with tiered options to choose from. Compensation Reviews, Career Growth Opportunities Generous PTO Plans and Paid Holidays Proudly Certified as a Great Place to Work for Five Consecutive Years