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Confidential Jobs · 1 week ago

Executive Assistant

Palo Alto, CA

Full-time

Onsite

Senior Level

$120K/yr - $140K/yr

5+ years exp

Confidential Jobs is seeking an Executive Assistant to provide day-to-day administrative support for several members of their leadership team, including C-Suite Executives. The role involves extensive calendar management, travel planning, and acting as a liaison for internal and external communications.

Computer Software

Responsibilities

Provide day-to-day administrative support for several members of our leadership team, including C- Suite Executives

Proactively anticipate what is required to make each executive(s) successful, allowing them to support their leadership teams and their broader organization

Manage the coordination of internal and external meetings and interviews, including heavy calendaring and conference room booking

Extensive calendar management and travel planning for internal and external meetings

Prepare international travel arrangements and itineraries, and meticulously file expenses

Partner with internal stakeholders on projects, initiatives, and events

Work flexibly in terms of responsibilities and responsiveness

Plan team offsite meetings, onsite meeting, and events

Act as a liaison both internally and externally, always maintaining a sense of professionalism and collaboration

Qualification

Calendar managementTravel planningMicrosoft OfficeCommunication skillsProblem solvingOrganizational skillsTeam collaborationAdaptabilitySelf-starterAttention to detail

Required

5+ years prior experience in an administrative support role, supporting multiple leadership calendars concurrently

Friendly, upbeat attitude, and flexibility in terms of responsibilities and responsiveness with a positive 'can-do' spirit

Trustworthy - has impeccable discretion with access to sensitive company, customer, and personal information

Problem solver - proactively and efficiently identifies creative solutions

Be a self-starter - knows when to trust instincts, take initiative, and ask for help

Able to anticipate demands, gather the pulse and sentiment of the team, and be a sounding board for executive(s)

Work independently - able to work under little direction and exercise sound judgment when making time-sensitive decisions

Be a quick learner with the ability to figure out new systems and adapt on the go

An excellent communicator, both written, and verbal

Be technologically proficient. Including but not limited to Microsoft Office including Outlook as well as Concur, TripActions and NetSuite

Are a reliable teammate - able to thrive in a team setting, willingness to help others, while also being able to work independently

Meet deadlines and following company policies & procedures

Be highly organized, efficient, and demonstrate innate attention to detail

Be extremely adaptable to the ever-changing needs of a fast-growing technology company

Bachelor's degree or equivalent work experience

Preferred

Previous experience working with multiple leaders in a fast-paced, rapidly changing environment preferably in technology, media, internet, or related companies