Executive Assistant IV

Job Description We are seeking a highly experienced, proactive Executive Assistant to support the Senior Vice President (SVP) of PS Strategy based in Palo Alto. This role serves as a trusted partner to the SVP—enabling operational excellence, protecting and optimizing executive time, and ensuring seamless coordination across a global, matrixed organization. The ideal candidate thrives in a fast-paced environment, exercises strong judgment and discretion, anticipates needs before they arise, and builds effective working relationships across the enterprise, including frequent coordination across multiple time zones.

Key Responsibilities:

• Own and actively manage a complex, dynamic executive calendar across multiple time zones; prioritize competing requests, align scheduling to business-critical priorities, and optimize the SVP's time.
• Coordinate domestic and international travel (air, hotel, ground transportation, itineraries, visas as needed) and manage real-time changes with a calm, solutions-first approach; ensure timely and accurate expense reconciliation.
• Serve as a trusted gatekeeper and primary point of contact for the SVP—triaging and responding to communications, exercising discretion with confidential information, and representing the SVP with professionalism.
• Prepare, review, and edit executive correspondence, reports, presentations, briefing materials, and other documents with accuracy, clarity, and an executive-ready standard.
• Coordinate a high volume of complex meetings (virtual and in-person), leadership forums, and offsites; support agenda input and meeting logistics (rooms, virtual links, A/V, catering when needed), and schedule follow-up meetings as required.
• Partner closely with the PS Strategy team, other Executive Assistants, and senior stakeholders to coordinate cross org priorities, align decision-making rhythms, and ensure smooth execution scheduling, logistics, and communications coordination.
• Support the SVP and leadership team in managing the rhythm of business (ROB), including annual and quarterly planning calendars, leadership meeting cadences, key operating reviews, and follow-up actions.
• Coordinate special projects and non-routine initiatives on behalf of the SVP or leadership team, tracking actions, deadlines, owners, and dependencies to drive timely completion.
• Manage delegate access and administrative permissions (e.g., calendar access, Workday/HR systems access as applicable, and task delegation) to enable effective day-to-day operations.
• Support hiring coordination in partnership with recruiters, hiring managers, and interview teams, including interview scheduling, candidate logistics, feedback coordination, and related administrative follow-through.
• Coordinate onboarding and offboarding logistics for employees, vendors, and interns, including equipment, system access, distribution lists, org updates, workspace needs, and first-week readiness.
• Leverage Microsoft 365 and internal tools (Outlook, Teams, SharePoint, PowerPoint, Excel; travel/expense systems) to streamline work, maintain information hygiene, and enable effective collaboration.
• Support coordination of team events (e.g., volunteering, recognition) aligned with team priorities.
• Handle core administrative operations including distribution lists and org charts/lists, creating purchase orders, and timely expense processing in compliance with company policy.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.

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https://insightglobal.com/workforce-privacy-policy/. Skills and Requirements

• High school diploma or equivalent
• Some college level education strongly preferred
• Minimum of 9 years of progressive administrative experience
• Demonstrated success managing complex calendars, travel, and meeting logistics in a fast-paced environment with competing priorities and frequent last-minute changes.
• Experience working in a global environment and scheduling across multiple time zones; comfort coordinating with partners & stakeholders across regions
• Familiarity with AI productivity tools