Executive Assistant - Floater

Our client is seeking an Executive Assistant (Floater) to support their team in the Menlo Park, California office. In this role, you will provide back-up support across multiple teams, requiring familiarity with each Assistant’s responsibilities to ensure seamless coverage. During coverage periods, you’ll handle a wide range of administrative and executive support tasks with timeliness, accuracy, and strong attention to detail. The position also includes rotational afternoon coverage of the reception desk and potential support for junior executives. You will translate requests and priorities into actionable goals and manage the processes needed to achieve them effectively.

Job Function

• Schedule: Monday- Friday, 8:30AM-5:00PM w/ 30 min lunch.
• Review incoming mail and email, prioritize and summarize content, and prepare responses independently or based on executive direction.
• Compose, draft, proofread, edit, and finalize correspondence, including emails and various documents.
• Coordinate logistics for domestic and international travel, prepare detailed itineraries, agendas, directions, and supporting materials, and complete accurate expense reports in a timely manner.
• Manage and monitor executives’ calendars, anticipate potential scheduling issues, ensure proper meeting preparation, and communicate changes promptly to all relevant parties.
• Schedule and coordinate meetings and executive events, notify attendees, reserve meeting space, ensure required equipment and materials are available, and arrange hospitality services as needed.
• Serve as a professional and courteous point of contact for external partners, investors, guests, and internal teams.
• Handle sensitive information with discretion and maintain strict confidentiality at all times.
• Demonstrate strong teamwork by supporting colleagues proactively and taking on additional tasks as needed.

Job Requirements

• Four plus years’ experience as an Executive Assistant; college degree preferred.
• Financial industry knowledge highly desirable.
• Must have some EA experience in professional setting

Disclosure: The hourly rates and/or salaries listed may or may not reflect total compensation packages including bonus and fringe benefits, etc., nor are the advertisement(s) posted a guarantee of a certain compensation package for a position or bona fide offer of employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. 45497