Executive Assistant

Req ID: 137645

Region: Americas

Country: USA

State/Province: California

City: San Jose

Summary Highly organized and proactive Administrative Assistant with extensive experience providing comprehensive, high-level support to multiple Vice Presidents. Proven track record of managing complex calendars, travel logistics, and expense reports while simultaneously overseeing departmental budgets and schedules. Adequately skilled in managing workflow, enforcing organizational policies, and contributing to annual strategic planning. Recognized for exceptional professional standards, strong risk management, and the ability to seamlessly execute tasks and goals to ensure peak departmental performance.

Detailed Description

Performs tasks such as, but not limited to, the following:

• Manages high-level administrative demands, complex calendars, and scheduling priorities for multiple Vice Presidents simultaneously.
• Organizes end-to-end travel arrangements and meticulously processes expense reports in compliance with company guidelines.
• Serves as a reliable point of contact for routine information exchanges across peer groups, internal departments, and monitored external contacts.
• Builds and maintains operational schedules to keep the department’s daily workflows running on time.
• Performs work within established professional standards to safeguard against operational errors, project delays, or missed performance goals.
• Contributes valuable insights and data during the creation of annual plans and departmental objectives.
• Rigorously enforces company policies within the functional area and assists in developing new procedures when required.
• Translates high-level goals and tasks into structured, actionable processes to ensure the unit consistently hits its targets.

Knowledge/Skills/Competencies

• Deep understanding of high-level corporate administrative procedures, protocol, and standard operating practices.
• Knowledge of how organizational policies are developed, implemented, and enforced within a specific functional area.
• Understanding of how tactical daily tasks link directly to broader annual business objectives and department plans.
• The ability to prioritize and execute tasks concurrently for multiple high-level executives without sacrificing quality.
• Proficiency in booking complex, multi-leg travel itineraries and managing associated logistics.
• Skill in accurately reconciling expenses, tracking receipts, and managing reporting software.
• Advanced capability in calendar management and constructing realistic operational timelines for a department.
• Strong written and verbal communication skills tailored for routine information exchange with peers, internal stakeholders, and monitored external contacts.
• Meticulous approach to work to prevent administrative or operational errors that could negatively impact schedules or performance goals.
• The capacity to work strictly within established professional standards to safeguard departmental operations from disruptions.
• Commitment to following and enforcing structured, established processes to reliably meet the goals of the unit.
• The ability to remain calm and effective under pressure while managing shifting priorities from multiple VPs.
• Maintaining the utmost confidentiality and professional boundaries while handling executive-level data and interactions.

Physical Demands

• Duties of this position are generally performed in good working conditions.
• Occasional exposure to elements such as noise, dust, chemicals, operating machinery, temperature extremes, etc.
• Duties may require extended periods of sitting and sustained visual concentration on a computer monitor or on numbers and other detailed data.
• Repetitive manual movements (e.g., data entry, using a computer mouse, using a calculator, etc.) are frequently required.

Typical Experience

• Four to six years’ relevant experience.

Typical Education

• Bachelor’s degree in related field, or consideration of an equivalent combination of education and experience.
• Educational requirements may vary by geography.

Notes

This job description is not intended to be an exhaustive list of all duties and responsibilities of the position. Employees are held accountable for all duties of the job. Job duties and the % of time identified for any function are subject to change at any time.

*The salary range described i…