Executive Assistant

We are looking for a highly organized and detail-oriented Executive Assistant to provide comprehensive administrative support to our Chief Financial Officer, Chief Information Officer and Chief Legal Officer who are all based in our Santa Clara HQ office. This is an in-office position. 

This Executive Assistant will play a pivotal role in ensuring the smooth operation of each of the executive’s day to day operations including but not limited to managing calendars, coordinating meetings, and handling various administrative tasks. This may vary by each executive.  This position will additionally assist with Board of Directors committee meetings as well as Investor meetings and various conferences. We’re looking for someone with exceptional communication skills, strong organizational abilities, and the ability to maintain confidentiality while working in a fast-paced engineering environment. 

Responsibilities: 

Calendar and Schedule Management:

• Proactively manage calendars, including scheduling and coordinating meetings, appointments, and travel arrangements.
• Prioritize conflicting demands and resolve scheduling conflicts to optimize the executive’s time.
• Ensure the executive is prepared for upcoming and regular commitments.

Meeting Coordination and Support:

• Prepare and distribute meeting agendas, presentations, and other relevant materials.
• Arrange logistics for meetings, including room bookings, video conference setup, and catering.
• Attend meetings, take accurate notes, and generate actionable minutes for distribution.

Communication and Correspondence:

• Manage incoming and outgoing communications on behalf of the three Executives, including emails, phone calls, and written correspondence.
• Draft, proofread, and edit documents, presentations, and reports to ensure accuracy and clarity.
• Board of Directors committee meetings, Investor meetings, and conference support where necessary.
• Maintain a high level of professionalism and discretion in handling sensitive and confidential information.

Travel and Expense Management:

• Coordinate travel arrangements, including booking flights, accommodations, ground transportation, and visas.
• Prepare detailed itineraries, travel and expense reports, and reconcile expenses in a timely manner.
• Maintain travel preferences, loyalty programs, and travel-related documentation.
• Some travel may be required to support the executive at a given event, roughly 2-4 times per year.

Administrative Support:

• Ability to multi-task and change direction quickly
• Proactively manage vendor invoices, including purchase requisitions and orders, and liaise with accounting teams to ensure timely billing.
• Provide general administrative support, such as managing files, organizing documents, and maintaining records.
• Assist in the preparation and formatting of reports, presentations, and other documentation.
• Handle administrative tasks, including photocopying, scanning, and filing documents.
• Collaborate and partner effectively with other Executive Assistants and stakeholders.  Maintain a positive attitude in a fast-paced work environment.

Preferred Qualifications

• +7 years experience supporting C-Level Executives, supporting multiple is a plus.
• Excellent writing, editing, and communication skills with strong accuracy and attention to detail.
• Experience in developing communications and handling sensitive correspondence.
• Excellent interpersonal skills, diplomacy and tact.
• Ability to prioritize, meet deadlines, and maintain a high level of confidentiality and discretion.
• Excellent MS Office, Google Suite, Slack, Zoom or equivalent, and Calendaring skills.  Especially exceptional skills in Excel and Powerpoint or Google equivalents.
• Flexibility to take on projects on an ad hoc basis.
• Possess strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced, dynamic environment.
• Flexibility is important, some off hours non normal workday work may be required occasionally