Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to support daily business operations and provide high-level administrative coordination in Santa Clara, California. This contract opportunity is ideal for a resourceful individual who can balance executive support, office logistics, and cross-functional coordination in a hybrid work environment. The role works closely with leadership to keep schedules, meetings, visitors, and operational activities organized and running efficiently.

Responsibilities:
• Coordinate executive calendars, arrange meetings, and manage reservations and occasional travel planning to support day-to-day priorities.
• Oversee office readiness by maintaining shared spaces, preparing meeting rooms, and helping create a welcoming environment for employees and guests.
• Administer vendor-related activities, including tracking agreements, renewals, and ongoing service needs.
• Prepare and submit expense documentation accurately while supporting filing, recordkeeping, and data entry tasks.
• Organize recurring team meetings and assist with notes, follow-up items, and scheduling logistics.
• Support the development and formatting of presentations, reports, and other business documents using Microsoft Office tools.
• Assist with onboarding coordination and help manage internal events, including hospitality, scheduling, and operational details.
• Arrange accommodations and provide attentive support for visiting employees, board members, and other senior guests.
• Use Salesforce and related systems to help maintain internal workflows and complete ad hoc projects assigned by leadership.• High school diploma required; additional education in business administration or a related area is preferred.
• Previous experience in executive, administrative, or operations support within a fast-moving workplace.
• Advanced skills in Microsoft Excel and PowerPoint, including collaborative document editing and presentation preparation.
• Experience working with Salesforce or a comparable business platform.
• Strong organizational skills with the ability to manage multiple priorities and deadlines effectively.
• Clear written and verbal communication skills with a detail-focused approach to internal and external interactions.
• Proven ability to take initiative, solve problems independently, and maintain close attention to detail.
• Must be authorized to work as required for the position.