Executive Assistant

Title: Senior Director’s Assistant / Program Manager I

Location: Oakland, CA – 94612

Duration: 4 Months Contract Position

Call Note

Overview

• Senior Director’s Assistant, supporting 4 directors who report to VP

Core Responsibilities (Top 3, in order of volume)

• Heavy calendaring — all day, every day, across multiple sub-groups under cyber (architecture, risk management, etc.)
• Offsite support — weekly; group sizes range from ~24 to ~200 people; includes ordering, breakout session logistics, agenda building, and updating (not usually building from scratch) PowerPoint decks
• HR functions — dual mode:
• For the 4 directors: full delegate for timekeeping, PTO, expenses
• For broader staff/managers under those directors: guidance only (templates, instructions), not hands-on execution
• Includes weekly timekeeper delegate work (fixing incorrectly entered job codes) and quarterly BMOT audits (editing time cards past the 90-day window on employees’ behalf).

Nice-to-Haves

• Prior experience supporting multiple directors/execs at a large, high-demand company is valued far more than industry match
• No specific industry requirement — utilities, government, etc. are not required; a candidate from government relations or elsewhere is fine as long as they’ve handled true high-volume demand (not just “supported multiple people” on a small team of ~15)

Day to day activity.

• The 4 directors don’t come with a set priority order — the assistant has to figure out and communicate priorities on the fly (like checking with one director before pushing back their work for another’s board deadline).
• Past issue: previous assistants didn’t speak up enough or build a close enough working relationship with their director to know when to step in and help.

Tools & Systems

• Standard: Outlook, Teams, Excel, PowerPoint
• Additional: multiple older specific systems (often requiring manual workarounds — exporting from one system to upload into another), procurement systems, SAP
• Environment is largely self-service — no dedicated support line/contact; full list of systems is in the job description

Role Overview:

Provide high-level administrative support to three Directors, including calendar management, meeting coordination, communications, travel, expenses, reporting, and department operations.

Key Responsibilities:

• Manage complex calendars, scheduling, meeting logistics, conference rooms, and virtual meeting tools.
• Prepare, proofread, edit, and format correspondence, agendas, presentations, reports, and other business documents.
• Track action items, follow up on open issues, and coordinate responses on behalf of Directors and department leaders.
• Coordinate travel, events, catering, conference logistics, itineraries, and local office support.
• Process invoices, purchase orders, expense reports, commercial card reconciliation, and budget-related administrative tasks.
• Support HR, compliance, safety, onboarding, training tracking, distribution lists, organization charts, and building service requests.
• Maintain organized records, electronic filing systems, office supplies, equipment orders, and department documentation.
• Create reports, track metrics, support process improvements, and assist with workflow optimization.
• Provide backup administrative support and handle other department tasks as assigned.

Minimum Qualifications:

• High School diploma or GED.
• At least two years of experience supporting multiple director-level leaders or above.

Desired Qualifications:

• Associate’s degree or equivalent experience.
• Four years of administrative experience.
• Strong organizational, communication, prioritization, and problem-solving skills.
• Experience coordinating meetings, travel, expenses, events, records, and executive-level administrative support.

Pay: $30.00 - $35.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Work Location: In person