Executive Administrative Assistant

Position Title: Executive Administrative Assistant

Location: On-Site (San Jose, California)

Schedule: 9:00 am to 6:00 pm CST, M-F except for USA National Hollydays

Duration: Full time

Company Background:

Position Summary: We are seeking a highly organized and proactive Executive Administrative Assistant to provide confidential and comprehensive support to a Vice President of a Business Division and their leadership team. In this role, you will be a critical partner, enabling executive efficiency through effective calendar management, operational coordination, and administrative excellence in a fast-paced, global environment.

Responsibilities:

• Provide high-level, confidential administrative support to the VP of Business Division and leadership staff, ensuring seamless day-to-day operations
• Manage complex and dynamic executive calendars, optimizing scheduling efficiency and prioritizing critical business needs
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa/passport processing
• Prepare, review, and submit expense reports in compliance with company policies and timelines
• Plan and coordinate executive meetings, including agenda preparation, materials development, and follow-up actions
• Organize and support internal and external meetings, including customer visits, conference room setup, and catering arrangements as required
• Act as a primary point of contact for incoming communications (emails, calls, mail), ensuring timely responses and proper prioritization
• Maintain and update organizational charts, contact lists, and departmental records
• Manage TEAMS sites and support SharePoint access requests, content updates, and user permissions
• Support cross-functional coordination by liaising with internal stakeholders, leadership teams, and external partners
• Handle multiple projects simultaneously, ensuring timely execution and adherence to strict deadlines
• Assist in purchase order creation, invoice tracking, and vendor coordination
• Manage office operations, including supply inventory, ordering, and workspace/seat assignments
• Coordinate IT equipment requests, onboarding/offboarding setup, and asset tracking
• Prepare documentation for international shipments, including compliance with Global Transfer Systems (GTS) requirements
• Drive process improvements to enhance administrative efficiency and effectiveness
• Maintain the highest level of professionalism, confidentiality, and discretion at all times

Required Skills & Experience:

• Bachelor’s degree or equivalent relevant experience
• Minimum 7+ years of experience supporting senior leadership, including VP or C-level executives
• Proven experience managing complex calendars, travel logistics, and executive priorities in a fast-paced environment

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and collaboration tools
• Strong organizational and time-management skills with exceptional attention to detail
• Ability to work independently with minimal supervision while maintaining high productivity
• Excellent problem-solving skills with a proactive, solution-oriented mindset
• Strong interpersonal and communication skills, with the ability to interact effectively across all levels of the organization
• High level of professionalism with a positive, approachable demeanor
• Ability to prioritize competing demands and manage multiple stakeholders simultaneously
• Adaptability and resilience in a rapidly changing, high-pressure environment
• Strong sense of ownership, accountability, and commitment to delivering results

Pay: $25.00 - $35.00 per hour

Expected hours: No more than 40.0 per week

Benefits:

• Paid time off

Application Question(s):

• Do you have proven experience managing complex calendars, travel logistics, and executive priorities in a fast-paced environment?

Education:

• Bachelor’s (Required)

Experience:

• supporting senior leadership: 7 years (Required)

Work Location: In person