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Executive Assistant, Vice President

  • Executive Assistant
  • Full-time
  • Mountain View, CA

Palo Alto Staffing provides exceptional supporting talent to the world’s most innovative entrepreneurs from founder, through to investor and philanthropist. Connecting the best people to the best companies since 1979.

A major computer software company in Mountain View, is seeking a confident and outgoing Executive Assistant to join a VP as a strategic business partner. This role will work directly with the executive team and collaborate with department leaders throughout the organization. An expert in calendar management, event planning, travel coordination, and day to day operations is an absolute must. As a member of the executive support team you will play a critical role in understanding the needs of the business and ensuring the timely execution of key deliverables.

 

Key Responsibilities: 

  • Manage complex, high-volume calendars and scheduling, to support teams based on a thorough understanding of business priorities

  • Anticipate the needs of the executive and support day to day departmental operations

  • Reconcile and submit weekly expense reports on behalf of multiple executives and directors

  • Arrange domestic and international travel with a heightened awareness of travel requests and restrictions

  • Organize company-wide events, large meetings, off-sites, and team building activities

  • Partner across organizational boundaries to execute key deliverables in collaboration with other EAs and business partners

  • Maintain organization charts, email distribution lists, and all cultural and operational documents

  • Prepare strategic and aesthetic presentations for executive board meetings and organizational use

  • Record detailed meeting minutes; provide deliberate and timely follow up on crucial action items

  • Establish and maintain effective professional relationships with all levels of management, employees, and relevant stakeholders

  • Act as a social driver and cultural touchpoint for a multi-center team

 

Qualifications: 

  • 5+ years at the Executive administrative level

  • Experience synchronously supporting multiple executives

  • Expert knowledge of Outlook calendar management, Microsoft 365, Google Suite, & Box

  • Advanced multitasking, task prioritization, and time management skills

  • Ability to communicate with all levels of the organization

  • Perform under pressure and deliver under tight deadlines

  • Able to work in-office & show proof of vaccination