XL Construction · 20 hours ago
Executive Assistant
Milpitas, CA
Full-time
Onsite
Mid, Senior Level
$105K/yr - $120K/yr
4+ years expXL Construction is seeking an Executive Assistant to provide senior level support to the executive and their office. The role involves managing the executive's calendar, coordinating correspondence, planning events, and overseeing travel arrangements while maintaining confidentiality and fostering relationships within the company and with business partners.
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Responsibilities
Trusted Partner – As a partner to the executive, and representative of their office, you embody XLI’s purpose and core values. You’ll meet regularly with the executive to structure priorities. Apply emotional intelligence skills and interpersonal communications in order to anticipate and support the needs of the executive. Maintain strict confidentiality and discretion when handling day-to-day matters including prioritizing and juggling meetings, creating space for meetings and work time, filtering distractions, while forging trusted relationships on behalf of the executive with internal and external constituents
Reliable “Go To” Resource - Initiates and responds to informational requests including policies, procedures and regulations, report preparation, and correct source for answers
Outlook Calendar Management – Proactively plan and manage calendar. Requires ability to anticipate, plan ahead, and use judgement to prioritize requests. Communicates with executive/s in advance to keep apprised of what’s ahead, maintains alignment with executive/s on priorities, and carves out dedicated time for planning/strategy/reflection. Collaborates and communicates (verbally and electronically) with other admins to make priority meetings possible
Correspondence Creation & Coordination - Creates, types, and edits correspondence, prepares documents, compiles material for presentations, prepares presentations and communication packages. Complete necessary meeting materials in time for scheduled meeting. In this capacity, regularly engages in variety of contacts inside and outside organization, interacting with high level management
Event Planning – Thoughtful coordination and preparation of departmental/team events, including calendaring, communication and follow through, contract negotiation, document preparation, catering, setup and clean-up of space. Provide support, as requested by the Corporate Events Manager, for large scale company wide events
Travel Planning – Thoughtful planning and scheduling, calendaring, communication and follow through regarding travel arrangements, updates and changes. Ability to plan travel in way that supports the executive in achieving the purpose of the trip and allowing time for other decision making/misc. work requirements
Expense Reporting – Coding and tracking required to submit monthly expense reports
Budget Planning –Reconciliation and forecasting for executive office budgets
Mentorship – Willingness and ability to invite others in for support, delegating responsibilities based on capability and appropriateness of task/responsibility. Inspires learning and growth, providing mentorship and opportunities for others on the admin team in support of others and readying them for future career growth opportunities
Special Projects – Willing and able to execute and/or project manage various assignment as needed. Examples could include provide research and administrative support to special projects, preparing data, reports, analysis and follow-up on projects in a timely manner; take dictation and/or transcribe from handwritten material or other source; attend meetings and capture notes and key action items and sharing back with meeting attendees; type, format, and proofread a variety of materials including correspondence, memos, reports, charts, statistics, minutes of meetings, etc
Document Management & Process Control – Organizing and filing, manually and electronically as applicable. Make recommendations for process improvements when needed
Qualification
Required
Bachelor's degree preferred
4+ years' experience providing executive level administrative support
Technology Savvy – experience working with various technological components (PCs, smart phones, tablets) and their work-related applications
Video conferencing and other remote work tools
Ability to provide basic trouble shooting support
Proficiency with MS Office Suite – Outlook, Word, Excel and PowerPoint
Demonstrated customer focus and ability to work with staff at all levels
Proven ability to build effective partnerships
Positive attitude, self-starter, collaborative
Creative problem-solver, detail-oriented
Strong verbal/written communication skills
Ability to adapt and change in a fast paced, dynamic environment
Able to multi-task and self-prioritize required
Reliable and punctual
People Leader
Benefits
Medical
Dental
Vision
Life insurance
Disability coverage
A 401(k) retirement plan
Paid time off
Other company-sponsored benefits in accordance with company policy
Company
XL Construction
XL Construction is a construction firm that uses Building Information Modeling (BIM) and Lean processes in construction project work.
501-1000 employees
H1B Sponsorship
XL Construction has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (3)
2024 (1)
2023 (4)
2021 (1)
2020 (4)
Funding
Current Stage
Late StageTotal Funding
unknown2025-03-04Acquired
Leadership Team
T
Tom Humbert
Chief Financial Officer / Chief Administrative Officer
John Boneso
Chief Operating Officer
Recent News
2025-10-24
Research and Markets
2025-06-06
2025-03-07
Company data provided by crunchbase