Job Description
Job Title: Executive Assistant (EA to CEO)
Reports To: President & CEO
Location: Palo Alto, CA
Onsite: 5 days a week when CEO is in office
Compensation: $130K base + 10% bonus
You’re a Great Fit If You Are:
- Exceptionally organized and enjoy supporting senior leaders
- Comfortable juggling multiple priorities under pressure
- Professional and discreet in handling sensitive or confidential information
- A skilled communicator who can build trusted relationships internally and externally
- Detail-oriented with a proactive approach to anticipating needs
- Calm and composed in high-stakes situations
- Always looking for ways to improve processes and bring more value
Preferred Background and Skills:
- Proven track record in executive-level administrative roles
- Excellent prioritization, time management, and organizational abilities
- Experience working directly with C-suite leaders
- Exceptional written and verbal communication skills
- Advanced skills in Microsoft Office (Word, Excel, PowerPoint) and familiarity with AI tools (e.g., Copilot, ChatGPT)
- Capable of formatting professional presentations and reports
- Quick learner with sound judgment and initiative
- Prior experience in a complex, fast-moving organization
- Strong attention to confidentiality and information security
- Experience in managing vendors, supplies, and office logistics
Nice-to-Have Experience:
- Background in healthcare benefits administration
- Familiarity with ERP or expense platforms (e.g., Concur, PowerBI, Dayforce)
- Event coordination for medium to large groups
- Managing executive travel and premium loyalty programs (e.g., TSA Pre-check, Air Canada 100K)
Key Responsibilities:
Calendar & Meeting Coordination
- Schedule recurring and one-off meetings with internal and external stakeholders
- Anticipate scheduling conflicts and adapt based on evolving priorities
- Maintain a strategic view of the CEO’s time, ensuring balance between meetings, travel, and focus time
Email & Communication Management
- Filter, organize, and prioritize the CEO’s inbox
- track incoming documents related to expenses, benefits, and leave requests
Travel Coordination
- Arrange end-to-end travel for CEO and CFO (flights, lodging, ground transportation)
- Keep tabs on itineraries, delays, and frequent flyer statuses
- Handle both business and occasional personal travel arrangements with discretion
- Coordinate offsite dining, entertainment, and customer experience events
Expense Reporting
- Track and submit expense reports, follow up on receipts, and ensure timely reconciliation of corporate cards
Project & Presentation Support
- Draft and finalize slide decks with charts, graphs, and professional formatting
- Collaborate with senior team members to gather materials for monthly management updates
- Digitally sign documents on behalf of the CEO when authorized
- Manage team-wide goals and reporting updates
Office Management (Palo Alto Location)
- Liaise with vendors and ensure office supplies, services, and facilities are running smoothly
- Keep the office well-organized and functioning efficiently
Healthcare & Benefits Administration
- Track healthcare-related reimbursements for the CEO and family
- Work with providers and insurance programs on documentation and resubmissions
- Schedule medical appointments as needed
Event Planning
- Plan and execute annual offsite meetings and internal events (50+ attendees)
- Oversee logistics, travel, venues, agendas, and budget management
- Coordinate global customer appreciation events in partnership with internal teams
Miscellaneous Administrative Support
- Renew travel documentation (e.g., Global Entry, Nexus)
- Arrange milestone cards and gifts for team celebrations
- Handle package shipping and receiving
Total Rewards & Development
- Competitive base salary based on experience and contribution
- Generous vacation policy above industry standards
- Professional development and upskilling opportunities
- Supportive team culture focused on growth, inclusion, and open communication
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