C-Level Executive Assistant - Technology (Hybrid, Santa Clara, CA)

Responsibilities

• Manage the Chief People Officer's complex and dynamic calendar, balancing competing priorities while making strategic scheduling decisions.
• Cook up meetings across multiple time zones with executives, employees, candidates, customers, Board members, and external partners.
• Prepare meeting agendas, presentations, briefing materials, and supporting documentation.
• Screen, prioritize, and respond to communications on behalf of the Chief People Officer when appropriate.
• Ensure the Chief People Officer is thoroughly prepared for meetings by assembling relevant materials and background information.
• Maintain strict confidentiality when handling sensitive business and employee information.
• Manage complex domestic and international travel arrangements, including multi-city itineraries, accommodations, ground transportation, visas (when applicable), and contingency planning.
• Quickly adjust travel plans in response to changing business priorities, flight disruptions, or other unexpected events.
• Prepare detailed travel itineraries and ensure all logistics are coordinated seamlessly.
• Process expense reports accurately and in a timely manner while ensuring compliance with company policies.
• Provide administrative support to the People Leadership Team as needed.
• Cook up leadership meetings, off-sites, town halls, executive interviews, and team events.
• Track meeting schedules, action items, and key deadlines to help ensure timely follow-through.
• Maintain confidential files, organizational documents, and shared resources.
• Cook up meeting logistics, including conference rooms, catering, video conferencing, and presentation materials.

Requirements

• 10+ years of experience as an Executive Assistant supporting senior executives (VP or C-level) within a technology company.
• Experience working in a high-growth technology company where priorities change rapidly, and adaptability is essential.
• Extensive experience managing complex executive calendars and shifting priorities.
• Expertise coordinating challenging domestic and international travel.
• Exceptional organizational and time management skills with outstanding attention to detail.
• Strong written and verbal communication skills.
• Exceptional critical thinking and problem-solving skills with the ability to make sound decisions independently.
• Advanced proficiency with Microsoft Office, Google Workspace, Zoom, Slack, and calendar management tools.
• Experience with expense management systems such as Concur or similar platforms.
• Experience using AI productivity tools such as ChatGPT, Microsoft Copilot, or Google Gemini to improve efficiency, summarize information, draft communications, and streamline administrative work is a plus.

Pay

$60-$65/hr