Executive Administrator

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to senior leadership. This role requires a strategic thinker who can anticipate needs, manage competing priorities, and ensure seamless day-to-day operations in a fast-paced environment. The ideal candidate is a trusted partner who excels at communication, coordination, and follow-through, while maintaining the highest level of professionalism and discretion.

• Deliver high-level administrative and operational support to executive leadership, including complex calendar management, scheduling, travel coordination, and expense reporting.

• Lead end-to-end meeting coordination by preparing agendas, capturing clear and actionable notes, documenting decisions, and tracking follow-ups to ensure timely execution.

• Serve as a strategic partner to executives by anticipating needs, prioritizing competing requests, and enabling smooth day-to-day operations in a fast-paced environment.

• Collaborate with internal stakeholders to track and follow up on action items, deadlines, and deliverables stemming from leadership meetings.

• Plan and support team meetings, leadership offsites, and events, including logistics coordination, materials preparation, and post-event follow-up.

• Assist with office operations, including procurement support, supply management, and vendor coordination.

• Partner cross-functionally with executives, administrative staff, and key business stakeholders to drive alignment and operational efficiency.

• Handle sensitive information with the highest level of professionalism, discretion, and confidentiality.

• 6+ years of experience supporting senior executives (Vice President level or higher).

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Experience with procurement and expense management systems (e.g., Coupa or similar platforms).

• Proven ability to manage multiple priorities and support several leaders simultaneously with strong attention to detail.

• Excellent organizational skills with a high degree of ownership and ability to work independently with minimal supervision.

• Strong written and verbal communication skills, including the ability to produce polished meeting notes and follow-up communications.

• Demonstrated professionalism, sound judgment, and the ability to maintain strict confidentiality.

• Positive, service-oriented attitude with the ability to remain adaptable able and effective under pressure.

• This role is based on-site in San Jose, CA, with a requirement to be in the office four days per week.