Executive Assistant

Title: Executive Assistant III

Location: Cupertino CA/ Culver City, CA

Duration: 6 Months

Executive Administrative Assistant

(Contractor)

Summary

We’re seeking a highly organized, proactive Executive

Administrative Assistant to support a group of senior Creative

Operations leaders. This person will manage calendars, travel, and event logistics across multiple leaders, adapting fluidly to each one’s working style while keeping the team operating smoothly.

Key Responsibilities

• Manage complex, multi-calendar scheduling in iCal/Client Calendar

• Navigate and resolve conflicting priorities across multiple leaders

• Know when to escalate scheduling conflicts vs. resolve independently

• Coordinate meeting prep — ensure each leader has the right materials, context, and lead time in advance

• Negotiate and secure room bookings and shared resources across leaders and teams

• Coordinate and execute team meetings, offsites, and events, including supply/catering setup and teardown

• Liaise with peer admins on cross-leader scheduling

• Communicate via Slack and email with the leaders supported and peer admins

• Adapt communication style and working approach to fit each leader’s individual preferences and pace

• Provide regular visibility into time allocation and priorities across the leaders supported

• Identify inefficiencies in day-to-day workflows and implement improvements to save time across the leaders supported

• Arrange domestic/international travel and process expense reports as needed

• Coordinate badge/security access as needed, along with remote workspace needs across campuses

Qualifications

• 5+ years supporting Sr. Manager-level or higher

• Experience supporting multiple leaders concurrently

• Experience working with / understanding the needs of creative organizations.

• Proficiency in Client Calendar, Client Mail, Client Productivity Apps (Numbers, Pages, Keynote), and collaborative tools including Slack, Quip, Webex, Airtable

• Superior organization skills - has an organized approach to time management, and is adaptable to inevitable changes.

• Proven ability to navigate and resolve conflicting priorities and adapt to different working/communication styles across leaders

• Works effectively with minimal guidance and supervision, and can independently problem-solve.

• Experience planning, coordinating team meetings and events, in person and virtually with distributed teams.

Education

• Bachelor’s degree or equivalent experience