Archived listing. The details below describe a past opening.
We are looking for an Executive Assistant to support daily business operations and provide high-level administrative coordination in Santa Clara, California. This contract opportunity is ideal for a resourceful individual who can balance executive support, office logistics, and cross-functional coordination in a hybrid work environment. The role works closely with leadership to keep schedules, meetings, visitors, and operational activities organized and running efficiently.
Responsibilities:
- Coordinate executive calendars, arrange meetings, and manage reservations and occasional travel planning to support day-to-day priorities.
- Oversee office readiness by maintaining shared spaces, preparing meeting rooms, and helping create a welcoming environment for employees and guests.
- Administer vendor-related activities, including tracking agreements, renewals, and ongoing service needs.
- Prepare and submit expense documentation accurately while supporting filing, recordkeeping, and data entry tasks.
- Organize recurring team meetings and assist with notes, follow-up items, and scheduling logistics.
- Support the development and formatting of presentations, reports, and other business documents using Microsoft Office tools.
- Assist with onboarding coordination and help manage internal events, including hospitality, scheduling, and operational details.
- Arrange accommodations and provide attentive support for visiting employees, board members, and other senior guests.
- Use Salesforce and related systems to help maintain internal workflows and complete ad hoc projects assigned by leadership.
- High school diploma required; additional education in business administration or a related area is preferred.
- Previous experience in executive, administrative, or operations support within a fast-moving workplace.
- Advanced skills in Microsoft Excel and PowerPoint, including collaborative document editing and presentation preparation.
- Experience working with Salesforce or a comparable business platform.
- Strong organizational skills with the ability to manage multiple priorities and deadlines effectively.
- Clear written and verbal communication skills with a detail-focused approach to internal and external interactions.
- Proven ability to take initiative, solve problems independently, and maintain close attention to detail.
- Must be authorized to work as required for the position.