Executive Assistant

Job DetailsJob Location: DCL Milmont - Fremont, CA 94538Salary Range: $34.00 - $39.00 HourlyThe Executive Assistant & Office Coordinator is a dual-role position providing strategic-level administrative and operational support to the President, Chief Revenue Officer, and HR Director. This role serves as the operational backbone of executive leadership, managing complex calendars, orchestrating high-stakes travel logistics, coordinating client and vendor interactions, and ensuring flawless day-to-day office operations. The successful candidate anticipates executive needs, demonstrates exceptional attention to detail, and maintains composure in a fast-paced, logistics-driven environment. Priority support flows to the President, with secondary support to the CRO and HR Director. DUTIES AND RESPONSIBILITIES: Executive Support — President Priority • Manage President's calendar with precision, coordinating complex scheduling across internal leadership, client meetings, and board-level interactions • Serve as calendar gatekeeper for CRO and HR Director, prioritizing competing demands • Prepare executive summaries, meeting agendas, and briefing materials tailored to audience and context • Draft and edit executive-level correspondence and communications on behalf of executives • Handle confidential information with absolute discretion • Screen, prioritize, and route communications to appropriate decision-makers • Anticipate executive needs before they are articulated Strategic Travel Coordination & Logistics • Book and manage complex, multi-city travel itineraries for executives (domestic and international) • Demonstrate strategic judgment on travel routing — optimize for efficiency, cost, and executive time (e.g., avoid unnecessary long-haul trips; consolidate regional travel when possible) • Coordinate accommodations, ground transportation, and meeting logistics at each destination • Prepare detailed travel itineraries including weather, venue layouts, distance between locations, timing considerations, and alternative routing options • Monitor real-time travel changes and resolve disruptions proactively • Manage executive travel expenses, reconcile receipts, and track spending in Excel • Coordinate travel for multiple executives simultaneously, balancing competing schedules Office Operations & Client Experience • Serve as primary point of contact for all office operations and facilities management • Coordinate conference room scheduling, setup, and technology for client visits and internal meetings • Greet and coordinate logistics for client and vendor visits, ensuring professional first impressions • Manage office vendors, supply ordering, and inventory (including facilities maintenance, supplies, equipment) • Support office aesthetics and environment (e.g., plants, décor, cleanliness standards) • Coordinate company events, executive visits, and high-caliber client entertainment • Support onboarding logistics for new corporate hires (workspace setup, orientation materials, equipment) Administrative Coordination & Process Management • Track action items from executive meetings and follow up with department leaders on deadlines • Maintain organized digital filing systems and document management • Coordinate multi-signature document approvals and routing • Support invoice approvals and expense tracking across executive accounts • Assist with company-wide announcements and communications • Manage project tracking and administrative support as assigned • Additional duties as required KEY COMPETENCIES: • Exceptional organizational and prioritization skills with ability to juggle competing demands • Meticulous attention to detail with strategic thinking (knowing what matters and why) • Executive presence, discretion, and professional judgment • Advanced written and verbal communication skills (including executive-level writing) • Expert calendar and travel management expertise • Proactive problem-solving and ability to anticipate needs • Proficiency in Microsoft Excel (expense tracking, travel analytics, data organization) • Ability to remain composed under pressure and meet tight deadlines • Client-facing interpersonal skills and professional demeanor • Understanding of logistics and operations environments EXPERIENCE & QUALIFICATIONS: • Minimum 5 plus years of executive administrative support (C-suite or senior leadership level preferred) • Proven experience managing complex, multi-city travel itineraries • Demonstrated ability to support multiple executives simultaneously • Strong Excel proficiency — comfortable working with data, tracking, and analysis • Experience in fast-paced, logistics, manufacturing, or operations environments preferred • Experience writing executive-level correspondence • Ability to obtain and maintain confidentiality and discretion standards Qualifications