204 Administrative Assistants jobs in Santa Clara

• Manage and maintain complex calendars for multiple executives, including scheduling meetings, appointments, and calls.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Process and reconcile executive expense reports accurately and in a timely manner.
• Screen and prioritize incoming communications, including emails and phone calls.
• Act as a liaison between executives and internal/external stakeholders.
• Organize and manage executive meetings, including preparing agendas, taking minutes, and distributing action items.
• Assist with event planning and coordination for executive-level functions.
• Handle confidential and sensitive information with the utmost discretion.
• Provide general administrative support, such as managing office supplies and filing systems.

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience supporting C-level executives in a fast-paced corporate environment.
• Exceptional organizational and time management skills with the ability to prioritize tasks effectively.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Strong written and verbal communication skills.
• Excellent interpersonal skills and a professional demeanor.
• Experience with travel booking systems and expense reporting software.
• Ability to handle confidential information with discretion.
• Proactive approach and ability to anticipate needs.
• Adaptability and willingness to take on ad-hoc projects.

• Manage complex calendars and scheduling for C-suite executives.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and visas.
• Prepare and edit correspondence, reports, presentations, and meeting materials.
• Take accurate minutes during meetings and track follow-up action items.
• Screen phone calls, emails, and visitors, prioritizing and redirecting as appropriate.
• Manage expense reporting and reconciliation for executives.
• Handle confidential information with the highest level of discretion and integrity.
• Anticipate executive needs and proactively manage tasks and projects.
• Organize and coordinate executive meetings, offsites, and special events.
• Act as a liaison between executives and internal/external stakeholders.
• Maintain and organize executive files and records.
• Provide general administrative support to the executive team.

• Associate's or Bachelor's degree in Business Administration or a related field, or equivalent experience.
• 5+ years of experience providing high-level administrative support to C-suite executives.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and G Suite.
• Experience with calendar management tools and travel booking platforms.
• Exceptional organizational, time management, and prioritization skills.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to build rapport with diverse individuals.
• Discretion and confidentiality are paramount.
• Ability to multitask and thrive in a fast-paced, demanding environment.
• Proactive, resourceful, and possesses strong problem-solving abilities.
• Experience in the technology industry is a significant plus.

Job Title : Executive Administrative Assistant

Location : San Jose, CA 95134

Duration : 02 Months

Shift Details : On-Site

Job Description:

• We are currently seeking a Senior Executive Assistant who will serve as the right hand to the President, Chief Financial Officer, and Vice President of Human Resources onsite in San Jose, CA.
• This high-impact role demands an expert in multitasking, with exceptional organizational and communication skills, who can operate with a high degree of confidentiality and discretion.
• The ideal candidate is a proactive problem-solver who thrives in a fast-paced environment and can anticipate the needs of our executive team.
• Additionally, this role includes oversight and management of other executive assistants, ensuring cohesive and efficient support across the executive team.

The essential requirements of the role include:

• Bachelor’s degree in Business Administration, Management, or a related field is highly preferred.
• A minimum of 10 years of experience in an executive assistant role, with proven success in supporting C-level executives.
• Demonstrated experience in managing and leading a team of administrative professionals.
• Exceptional organizational, time-management, and multitasking skills.

Travel, Motor Vehicle Record & Physical/Environment Requirements: Ability to travel domestically/internationally <10%

• Provide comprehensive administrative support to C-level executives, including calendar management, travel arrangements, and expense reporting.
• Schedule and coordinate complex meetings, conference calls, and internal/external events, ensuring all logistical details are handled.
• Prepare and edit correspondence, presentations, reports, and other documents with accuracy and professionalism.
• Manage and maintain confidential files and records, ensuring data integrity and security.
• Act as a gatekeeper, screening calls, emails, and visitors to prioritize executive attention.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and detailed itineraries.
• Assist with the preparation of board meeting materials and follow-up actions.
• Conduct research and gather information as needed for various projects and executive initiatives.
• Handle ad-hoc administrative tasks and projects as assigned by executives.
• Proactively identify and anticipate the needs of the executives and their teams.
• Liaise effectively with internal departments and external stakeholders on behalf of the executives.
• Maintain a high level of professionalism and discretion at all times.

• Associate's or Bachelor's degree in Business Administration, Communications, or a related field is preferred.
• Minimum of 5 years of experience providing high-level administrative support to senior executives, preferably within the technology sector.
• Exceptional organizational and time management skills, with the ability to multitask and prioritize effectively.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Zoom, Slack).
• Strong written and verbal communication skills.
• Excellent interpersonal skills and the ability to build rapport with diverse stakeholders.
• Demonstrated ability to handle confidential information with discretion.
• Proactive, resourceful, and possess a strong problem-solving aptitude.
• Ability to adapt to changing priorities and work effectively in a dynamic environment.
• Experience coordinating complex travel arrangements and managing executive calendars.
• Familiarity with Silicon Valley business culture is a plus.

• Manage complex calendars, schedule meetings, and coordinate travel arrangements (flights, accommodations, ground transportation).
• Prepare correspondence, reports, presentations, and other documents with a high degree of accuracy.
• Screen and prioritize incoming communications, including emails and phone calls.
• Organize and maintain confidential files and records.
• Coordinate meeting logistics, including room bookings, catering, and agendas.
• Process expense reports and manage departmental budgets.
• Act as a liaison between executives and internal/external stakeholders.
• Conduct research and gather information as needed for executive projects.
• Assist with event planning and coordination for team or company events.
• Anticipate the needs of the executives and proactively address them.

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience providing administrative support to senior executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities with meticulous attention to detail.
• Discretion and ability to handle confidential information.
• Experience with calendar management and travel coordination.
• Ability to work independently and as part of a team in a fast-paced environment.
• Proactive problem-solving skills and resourcefulness.
• Professional demeanor and interpersonal skills.
• This position is based on-site in San Jose, California, US .

• Manage and maintain complex executive calendars, scheduling appointments, meetings, and conference calls.
• Coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
• Prepare and edit correspondence, presentations, and reports with a high degree of accuracy.
• Screen and prioritize incoming communications, including emails and phone calls.
• Organize and maintain physical and digital filing systems, ensuring confidentiality.
• Prepare meeting agendas, take minutes, and track action items.
• Assist with event planning and coordination for executive meetings and off-sites.
• Conduct research and gather information as needed for special projects.
• Process expense reports and manage departmental budgets.
• Serve as a primary point of contact for internal and external stakeholders, representing the executive office professionally.

• High School Diploma or GED required; Associate's or Bachelor's degree preferred.
• Minimum of 5 years of experience providing administrative support to senior-level executives.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other common office software.
• Exceptional organizational and time-management skills, with the ability to multitask effectively.
• Strong written and verbal communication skills.
• Ability to handle confidential information with the utmost discretion and professionalism.
• Proactive, self-motivated, and able to work independently with minimal supervision.
• Experience with travel booking systems and expense reporting software.
• A polished and professional demeanor.
• Ability to adapt to changing priorities and deadlines.