Executive Assistant (Hybrid, Santa Clara, CA)

We are looking for an Executive Assistant for a large, global SaaS B2B high-tech company. In this role, you will support three VPs in Connected Customer Experience, requiring regular office presence at our Santa Clara location at least two to three days weekly based on business needs. The position involves significant coordination across multiple time zones, requiring flexibility and excellent time management skills to ensure effective communication and support for executives working in different regions.

This is a 6-month contract (Extension Possible). 40-hour-per-week role, hybrid role, 2-3 days onsite at the client s office in Santa Clara, CA.

This is a W2 employee of Stage 4 Solutions. Health benefits and 401K are offered.

Responsibilities

• Calendar & Time Design: Orchestrate complex calendars with intention across multiple time zones prioritizing impact, resolving conflicts, and helping leaders invest time where it matters most.
• Proactive Communication Management: Maintain exceptional response times for emails, messages, and requests, ensuring nothing falls through the cracks. Prioritize communications based on urgency and executive needs.
• Detail-Oriented Documentation: Create, maintain, and organize critical documents, presentations, and information with meticulous attention to detail, ensuring accuracy and accessibility.
• Follow-Through Excellence: Track all action items, commitments, and deadlines with a robust system that ensures timely completion and appropriate escalation when needed.
• Stakeholder Relationship Management: Build and maintain strong relationships with internal and external stakeholders, serving as the first point of contact and representing executives with professionalism.
• Travel & Logistics: Manage all travel (domestic and international) with precision, anticipating risks and designing itineraries that maximize efficiency and productivity.
• Expense & Budget Management: Oversee expenses and reports with accuracy and timeliness; identify opportunities to automate and streamline processes.
• AI-Enabled Operations: Continuously evaluate and integrate AI tools to improve workflows, analyze data, and enhance decision-making for executives and the team.
• Special Projects: Drive cross-functional projects that require discretion, collaboration, and a bias for execution.
• Information Confidentiality: Maintain absolute discretion with sensitive information, demonstrating impeccable judgment about what to share, when, and with whom.
• On-site Support: Provide consistent in-person presence to handle immediate needs, facilitate face-to-face interactions, and coordinate office events and catering arrangements with seamless execution.
• Team Coverage: Demonstrate flexibility to provide coverage for other Executive Assistants as needed during absences, busy periods, or special circumstances to ensure continuous support across the organization.

Requirements

• 2+ years of administrative assistant experience
• Proactive, one step ahead work ethic, attitude, and approach
• Multi-taking is not an issue for you; you’re able to juggle multiple calendars, teams, and requests. And be flexible in response to changing priorities and needs
• Ability to drive schedules and agendas with a deeper understanding of context
• Strong teamwork and interpersonal skills, with a desire to offer suggestions and improvements
• Superior communication skills with the ability to work across all levels, internally and with agencies
• Desire to grow and take on your own projects
• Positive and personable can-do attitude
• Proficient in Zoom, Microsoft Office suites,
• Experience handling confidential material

Please submit your resume to our network at https://www.stage4solutions.com/careers/ (apply to the Executive Assistant (Hybrid, Santa Clara, CA) role).

Please feel free to forward this job post to others you think may be interested.

Stage 4 Solutions is an equal-opportunity employer. We celebrate diversity and are committed to providing employees with an inclusive environment that is free of discrimination and harassment. All employment decisions are based on the job requirements and candidates qualifications, without regard to race, color, religion/belief, national origin, gender identity, age, disability, marital status, genetic information or other applicable legally protected characteristics.

Compensation: $50/hr - $55/hr