Executive Assistant, Communications & Marketing

Overview of the Role

A leading autonomous mobility and technology organization is seeking an Executive Assistant, Communications & Marketing to support senior leadership within its Communications & Marketing organization. This role serves as a trusted partner to Directors and Senior Directors, helping drive operational excellence through executive support, calendar management, meeting coordination, travel planning, event support, and special projects.

The ideal candidate is a highly organized, proactive professional who thrives in fast-paced environments and can manage competing priorities with exceptional attention to detail. This individual will play a critical role in helping Communications & Marketing leaders operate efficiently while maintaining professionalism, discretion, and strong stakeholder relationships.

The Basics

• Duration: 6 months, potential to extend
• Location: Foster City, CA
• Work Arrangement: Hybrid (minimum 3 days onsite per week)
• Hours: 40 hours per week

Top 3 Required Qualifications

1. 4-6 years of executive assistant, senior administrative support, or executive coordination experience supporting Directors, Senior Directors, or executive leadership
2. Strong calendar management, scheduling, travel coordination, and meeting support experience
3. Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment

Other Qualifications

• Bachelor’s degree preferred
• Strong written and verbal communication skills
• Experience supporting Communications, Marketing, Public Relations, Brand, Corporate Affairs, or similar business functions preferred
• Ability to handle sensitive and confidential information with discretion
• Strong judgment, prioritization, and problem-solving capabilities
• Experience coordinating leadership meetings, events, offsites, or team initiatives
• Experience working with cross-functional stakeholders and executive leadership
• Highly organized with excellent follow-through and attention to detail
• Professional demeanor and strong relationship-building skills

Key Responsibilities

Executive Support

• Manage complex calendars for Directors and Senior Directors within the Communications & Marketing organization
• Coordinate internal and external meetings, leadership reviews, and stakeholder sessions
• Prepare meeting agendas, materials, and supporting documentation
• Capture notes, action items, and follow-up activities when needed
• Anticipate scheduling conflicts and proactively identify solutions

Travel & Expense Management

• Coordinate domestic and international travel arrangements
• Manage travel logistics, itineraries, accommodations, and scheduling
• Prepare and submit expense reports accurately and on time
• Ensure compliance with company travel and expense policies

Communications & Marketing Team Support

• Provide operational support to the Communications & Marketing organization
• Coordinate team meetings, offsites, workshops, and special events
• Support leadership communications and organizational planning activities
• Assist with department initiatives and ad hoc projects as needed

Project & Event Coordination

• Support planning, tracking, and execution of internal programs and events
• Coordinate logistics and stakeholder communications
• Track milestones, deadlines, and action items
• Assist with post-event evaluations and follow-up activities

Stakeholder Management

• Serve as a key point of contact for internal and external stakeholders
• Build trusted relationships across Communications, Marketing, and business teams
• Facilitate information flow and communication among leadership and team members
• Maintain professionalism and discretion in all interactions

Operational Excellence

• Maintain documentation, trackers, reporting tools, and team resources
• Help improve administrative processes and team effectiveness
• Manage multiple high-priority requests while maintaining accuracy and attention to detail
• Support onboarding, planning, and coordination efforts as needed

In this position, you may have access to client or customer systems, confidential and/or proprietary information or data. This position is onsite and requires you to work closely with other individuals in a collaborative team environment.

Benefits

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