Executive Assistant

Milestone Technologies - Executive Assistant 2-3 Month W2 Contract (Possibility of C2H) Hybrid (2-3 days/week onsite in Fremont

HQ - 2201

Walnut Ave Ste 290 Fremont California 94538) Pay up to $45/hr. (No PTO and No Paid Holidays) The ideal candidate will have experience supporting executive-level leaders in a fast-paced, high-pressure environment with exceptional organization, communication, and attention to detail. Key responsibilities include managing complex executive calendars, coordinating meetings, and ensuring schedules are accurate and up to date. You will also support executive teams by handling scheduling requests, resolving conflicts, and ensuring smooth day-to-day operations. Additional responsibilities include arranging domestic and international travel (with frequent international travel support), primarily using Navan and external travel vendors, as well as processing timely and accurate expense reports in Workday. This role also supports high-visibility projects and events, including leadership offsites and Board meetings, where speed, precision, and discretion are critical. The environment is fast-moving, with high expectations for quick turnaround and accuracy. The team works closely across Microsoft Teams, Microsoft Office (especially Excel), SharePoint, Workday, and Navan. Success in this role requires the ability to work independently while also contributing to a highly collaborative Executive Assistant team that follows standardized practices and proactively supports one another when needed.

Responsibilities:

Extensive global calendar management. Coordination of international and domestic travel, requiring understanding of time zones. Assist with the preparation of meeting agendas, reports, presentations, and correspondence, considering the target audience, adapting style and communication method accordingly. Support Execs and EA team by updating spreadsheets, proofreading presentations, and compiling reports. Preparing documentation for meetings and manage meeting minutes as needed. Coordinate with internal and external stakeholders. Manage time effectively working within tight deadlines. Handle highly confidential and sensitive information. Manage customer visits and demonstrate flexibility in scheduling. Capable of organizing meetings from multiple time zones, particularly India and the USA.

Additional Duties:

Performs technical and complex administrative support involving the use of independent judgment and an in-depth understanding of functions and procedures of the company. Handling routine-to-difficult matters independently, providing information as appropriate, or routing calls to appropriate department. Organizes, balances, prioritizes, and performs administrative support duties, anticipating calendar events and cycles. Establishes and works within timelines for projects, activities and required submissions. Coordinates the administrative aspects of projects and events as needed. Schedules appointments and arranges meetings as directed. Prepares schedules and informs participants, confirming dates and times. Schedules executive travel (hotel, conference, air) reservations as directed. Performs special projects as assigned. Receives, handles, and stores confidential, private, and sensitive information pertaining to the department, company, and executives. Manage expense report process for multiple executives. Performs other duties as assigned.

Qualifications:

Minimum 5+ years of experience as an Administrative Assistant. Strong analytical, organizational and project management skills. Ability to meet deadlines with great accuracy and attention to detail. Excellent interpersonal and communication skills, both verbal and written. Proactive with ability to multi-task and take on additional projects with changing priorities. Advanced Microsoft Office Suite skills, especially Excel and Outlook. Comfortable speaking with members from various departments including upper management (CXO) and vendors. Strong team player with ability to work closely with other EA team members during times of high workload and provide support as appropriate. Ability to handle highly confidential information with discretion. The estimated pay range for this position is USD $35.00/Hr. - USD $45.00/Hr. Exact compensation and offers of employment are dependent on job-related knowledge, skills, experience, licenses or certifications, and location. We also offer comprehensive benefits. The Talent Acquisition Partner can share more details about compensation or benefits for the role during the interview process.