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Jobs · Administrative · California

Sr Executive Assistant

QUANTUM GLOBAL TECHNOLOGIES, LLC · Hayward, CA · 3 days ago
Administrative$110k–$130k/yrFull-time

Role Summary

UCT is seeking an exceptional Senior Executive Assistant to provide comprehensive executive and administrative support to the Chief Executive Officer (CEO). This role serves as the CEO’s trusted administrative partner, managing the CEO’s calendar, travel, meetings, communications, and day-to-day administrative operations while bringing structure and organization around the CEO’s priorities and daily operations, anticipating needs before they arise, and enabling the CEO to remain focused on leading the business.

Key Responsibilities

  • Executive Support

    • Act as a gatekeeper for the CEO’s time, exercising sound judgment in prioritizing requests, meetings, and competing demands while ensuring alignment with business priorities.
    • Manage and optimize the CEO's complex calendar, balancing competing priorities while ensuring time is aligned with business priorities.
    • Anticipate scheduling conflicts and proactively adjust priorities as business needs evolve.
    • Care for all domestic and international travel, including flights, accommodations, transportation, visas, itineraries, meeting logistics, and contingency planning.
    • Prepare and reconcile expense reports and other administrative documentation accurately and timely.
    • Screen, prioritize, and coordinate incoming requests, correspondence, and meeting invitations.
    • Maintain confidential records and handle highly sensitive information with the highest level of professionalism and discretion.
    • Cook up and coordinate all executive visitors, customer meetings, leadership events, and VIP engagements.
    • Develop and maintain strong working relationships across the Executive Leadership Team, executive assistants, and key internal and external stakeholders to facilitate effective communication and coordination.
    • Exercise exceptional judgment and discretion in handling confidential information, sensitive personnel matters, executive communications, and other highly confidential business matters.

  • Meeting & Event Coordination

    • Coordinate all logistics for Executive Leadership Team meetings, quarterly business reviews, leadership off-sites, and executive planning sessions.
    • Prepare meeting agendas, collect pre-read materials, and assemble executive briefing books.
    • Ensure meeting materials are complete, organized, and distributed in advance.
    • Cook up and coordinate meeting rooms, virtual meeting technology, catering, and all meeting logistics.
    • Capture meeting notes, key decisions, and action items, and distribute meeting summaries to participants in a timely manner.

  • Board of Directors Support

    • Support logistics for all Board of Directors meetings.
    • Review presentations for formatting, consistency, completeness, and executive readiness.
    • Cook up and coordinate the preparation and distribution of Board materials and related documentation as needed.

  • Executive Communications

    • Draft executive correspondence, presentations, talking points, leadership announcements, and meeting summaries on behalf of the CEO, partnering with Corporate Communications as appropriate.
    • Cook up and coordinate the preparation of briefing materials for customer visits, executive travel, town halls, leadership meetings, and Board meetings.
    • Gather, synthesize, and organize information from leaders across the organization into concise executive briefings and summaries.
    • Ensure communications are professional, accurate, and aligned with the CEO's voice and priorities.

  • Office of the CEO Administration

    • Serve as the primary administrative contact for the Office of the CEO.
    • Manage the day-to-day administrative operations of the Office of the CEO while continuously improving processes, workflows, and overall operating efficiency.
    • Maintain organized files, executive documents, presentations, Board materials, and historical records.
    • Represent the Office of the CEO with professionalism, diplomacy, responsiveness, and confidentiality.

Qualifications

  • Bachelor’s degree required; Business Administration or related field strongly preferred.
  • 7+ years supporting senior executives, including experience supporting C-suite executives. Experience supporting a CEO strongly preferred.
  • Demonstrated expertise managing complex executive calendars and international travel.
  • Experience supporting executives within a global, publicly traded, or multinational organization.
  • Exceptional written and verbal communication skills.
  • Outstanding organizational, planning, and prioritization skills.
  • High degree of discretion, professionalism, and sound judgment.
  • Advanced proficiency with Microsoft Office, Outlook, Teams, PowerPoint, SharePoint, and related productivity tools.

Preferred Experience

  • Serving executives within semiconductor, advanced manufacturing, technology, or industrial organizations.
  • Experience supporting organizations undergoing rapid growth or transformation.
  • Experience preparing executive presentations and Board materials.
  • Familiarity with SAP and other enterprise systems.

Key Competencies

  • Executive presence and professionalism.
  • Exceptional attention to detail.
  • Strong organizational and planning skills.
  • Anticipates needs before they arise.
  • Outstanding communication skills.
  • Calm under pressure.
  • Outstanding communication skills.
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