Executive Admin

Executive Assistant — Palo Alto (Onsite, 5 Days/Week)

Bring energy, precision, and world-class support to a fast-moving executive team.

Job Summary

We’re looking for a powerhouse Executive Assistant who thrives in a fast-paced, high-performance environment. In this fully onsite Palo Alto role, you’ll be the operational backbone for three senior executives — keeping their schedules sharp, their priorities aligned, and their day running smoother than they thought possible. If you’re proactive, unshakeably organized, and love being the go-to problem solver, this is your stage.

What You’ll Own & Elevate

? Calendar & Schedule Mastery

Own and orchestrate the complex, fast-changing calendars of three executives. Manage meetings, strategic blocks, travel windows, and prep time with precision.

? Executive Communications

Serve as the primary point of contact for internal teams, partners, and external stakeholders. Manage inboxes, draft correspondence, and ensure communication flows clearly and quickly.

? Meeting Preparation

Create agendas, assemble materials, prep talking points, and follow up relentlessly on action items to ensure momentum never drops.

?? Travel Leadership

Plan and execute domestic & international travel — flights, hotels, transportation, visas — ensuring executives move seamlessly from point A to point B.

? Expense & Budget Management

Submit, track, reconcile, and manage executive expenses with absolute accuracy and compliance.

? Document & Information Management

Organize and safeguard confidential files, executive records, and sensitive documents with impeccable attention to detail.

? Gatekeeping & Priority Management

Evaluate, prioritize, and route incoming requests and invitations. Protect the executives’ time, focus, and energy.

? Project & Research Support

Assist with special projects, research initiatives, and strategic tasks that support executive and organizational goals.

? Event & Off-Site Coordination

Plan executive off-sites, internal events, team gatherings, and leadership meetings from concept to flawless execution.

? Cross-Functional Partnership

Collaborate with teams across the company to keep communication tight and operations running smoothly.

? What You Bring

• Proven experience supporting a CEO, Founder, or senior executives in a fast-paced environment

• Exceptional organizational and multitasking skills

• Outstanding written and verbal communication

• Proficiency across Microsoft Office, Google Workspace, and modern productivity tools

• Discretion, confidentiality, and excellent judgment

• Sharp attention to detail with strong problem-solving instincts

• Ability to pivot quickly, stay composed, and thrive under shifting priorities