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Executive Administrative Assistant (Hybrid, Santa Clara, CA)
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What they do
An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
$83,527 / year median in California
-16% projected decline
Job Description
Executive Administrative Assistant (Hybrid, Santa Clara, CA) (Santa Clara, CA, 95054) | 09/02/26
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Share Job Job Description Executive Administrative Assistant (Hybrid, Santa Clara, CA) We are looking for an Executive Administrative Assistant for a large, global SaaS B2B high-tech company. In this role, you will support three VPs. Manage highly complex and frequently changing calendars across global time zones. Prioritize competing requests and independently resolve scheduling conflicts. Coordinate internal and external meetings, leadership reviews, customer meetings, offsites, and team events. Prepare agendas, meeting materials, briefing documents, and follow-up action items. This is a 6-month contract (Extension Possible). 40-hour-per-week role, hybrid role, 2-3 days onsite at the client's office in Santa Clara, CA. This is a W2 employee of Stage 4 Solutions. Health benefits and 401K are offered.
Responsibilities:
Travel & Expense Management Coordinate domestic and international travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
Anticipate travel risks and proactively identify solutions.
Process and reconcile executive expenses in accordance with company policies. Business Operations Partner closely with leadership teams, business operations, HR, recruiting, finance, and other executive assistants.
Maintain organizational documentation, distribution lists, team resources, and operational processes.
Assist with planning leadership offsites, team meetings, and organizational programs. Strategic Partnership Anticipate executive needs and identify opportunities to increase efficiency and effectiveness.
Help drive operational excellence by creating scalable processes and improving workflows.
Leverage AI-enabled tools and modern technologies to streamline administrative work and improve productivity.
Serve as a trusted partner and extension of the leaders you support. Executive Support & Calendar Management Complex calendar management across multiple executives and global time zones
Strategic prioritization of competing requests and executive agendas
Meeting planning, coordination, and logistics management
Inbox and communication management Communication & Relationship Management Exceptional written and verbal communication skills
Executive presence and professionalism
Strong stakeholder management and relationship-building abilities
Ability to interact effectively with senior leaders, customers, partners, and employees at all levels Organization & Project Management Outstanding organizational and time management skills
Ability to manage multiple priorities in a fast-paced environment
Strong project coordination and execution skills
Event and offsite planning experience
Attention to detail and operational excellence Business Acumen & Strategic Partnership Ability to anticipate executive needs and proactively solve problems
Sound judgment and decision-making skills
Understanding of organizational priorities and business objectives
Experience serving as a trusted advisor and business partner to executives
Ability to drive process improvements and operational efficiencies Travel & Expense Management Domestic and international travel coordination
Complex itinerary management
Expense reporting and reconciliation
Vendor coordination
Requirements:
3+ years of Executive Assistant experience supporting VP-level leaders or above.
Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Zoom
Experience with Concur or similar expense management tools
Experience leveraging AI tools to improve productivity and workflows
Ability to learn and navigate new technologies quickly