Executive Assistant jobs in Castro Valley, CA

Job Title: Executive Assistant Duration of Assignment : 12 Month contract Pay Range : $65.00/hr to $70.00/hr We're seeking a proactive and highly organized Executive Assistant to support senior leaders by managing day-to-day priorities, streamlining communication, and ensuring the smooth execution of business operations. Key Responsibilities: Manage complex and dynamic calendars with a strong understanding of business priorities Coordinate domestic and international travel, logistics, and expense reports (Concur) Act as liaison between executives and internal/external partners, maintaining professionalism at all levels Organize and support meetings (onsite/offsite), take detailed notes, and track follow-ups Prepare reports, presentations, and internal documentation Maintain confidentiality and handle sensitive information with discretion Partner with other EAs and teams to align schedules, plan events, and execute initiatives Provide ad hoc administrative support and assist in supervising junior administrative staff as needed Key Skills: Advanced Outlook calendar management Verbal and written communication excellence Strong ability to anticipate needs and act proactively Grace under pressure with outstanding multitasking skills Expert in MS Office Suite, G Workspace, Zoom, Slack, and Concur Highly detail-oriented, reliable, and trustworthy **Apply right away for consideration** Dexian is a leading provider of staffing, IT, and workforce solutions with over 12,000 employees and 70 locations worldwide. As one of the largest IT staffing companies and the 2nd largest minorityowned staffing company in the U.S., Dexian was formed in 2023 through the merger of DISYS and Signature Consultants. Combining the best elements of its core companies, Dexian's platform connects talent, technology, and organizations to produce game-changing results that help everyone achieve their ambitions and goals. Dexian's brands include Dexian DISYS, Dexian Signature Consultants, Dexian Government Solutions, Dexian Talent Development and Dexian IT Solutions. Visit ******************* to learn more. Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.

Travel: Occasional travel to a secondary local office in Menlo Park, CA Compensation: $85,000 - $110,000 annually, depending on experience Schedule: Standard hours are 8:30am-5:00pm; occasional 7:00am-3:00pm shift may be required on a rotating basis to support early firm-wide meetings Role Overview A dynamic and high-performing investment firm is seeking an experienced Executive Assistant to support 3-4 senior leaders ranging from Partner to Vice President level. This hybrid role blends executive support, project coordination, and office management responsibilities. It offers the opportunity to contribute meaningfully within a collaborative, fast-paced, and people-centered culture. The role is based in the San Francisco area with occasional travel to a secondary local office. This is a high-impact opportunity to join a values-driven organization where your contributions directly support operational excellence and leadership effectiveness. If you're a strategic, collaborative, and detail-focused professional with a service mindset, we invite you to apply and grow in a supportive and inspiring environment. Core Responsibilities: Executive & Administrative Support: Manage complex calendars and heavy scheduling across time zones Coordinate domestic and international travel: flights, accommodations, transportation, visas, and itineraries Submit timely and accurate expense reports following internal policies Maintain contact records and ensure CRM data integrity Deliver a professional and polished experience for high-profile external guests and partners Act as a key point of contact on behalf of supported executives Operational & Team Collaboration: Collaborate with the broader Executive Assistant team across multiple offices Contribute to a positive in-office culture through support for facilities, vendor coordination, and kitchen duties Support internal and external meeting logistics including setup and breakdown Engage in cross-functional projects and office operations as needed Core Skills & Experience: 3-5 years of experience supporting multiple executives in a fast-paced environment, ideally in venture capital, finance, or a similar sector Outstanding calendar management and scheduling capabilities (Microsoft Outlook) Strong travel coordination skills, with attention to logistics and contingencies Advanced organizational skills with the ability to multitask and prioritize effectively Familiarity with Slack, Microsoft Office Suite, and modern productivity tools Exceptional written and verbal communication abilities Discretion in handling sensitive information and matters BA or equivalent experience preferred Ability and willingness to travel locally between offices Cultural & Personal Fit Team-Oriented: Collaborates seamlessly with others and values shared success Detail-Driven: Naturally meticulous, reliable, and accurate Curious & Motivated: Eager to grow and take on challenges with a learning mindset Relationship Builder: Develops trust and rapport across stakeholders Accountable & Trustworthy: Consistently delivers and owns responsibilities with integrity Compensation & Benefits Compensation: Competitive salary range: $85,000 - $110,000 Home internet reimbursement ($50/month) Cell phone reimbursement ($100/month) Health & Wellness: 100% employer-paid medical, dental, and vision premiums for employees and their dependents Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA) Retirement: 401(k) plan with generous matching Time Off: 17 PTO days in years 1-2 Additional scheduled holidays Paid parental leave Additional Perks: Commuter benefits Access to internal learning and development programs Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply. California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: ***************************************** Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records. Company Profile: Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs. Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting ************* Benefits Information: Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings. We look forward to working with you. Beacon Hill. Employing the Future (TM)

A well-funded, stealth-mode startup located mid-Peninsula is looking for a highly capable Executive Assistant to support its Founder and help keep operations running smoothly. This is a full-time, in-office role, ideal for someone who thrives in an early-stage environment and loves building structure from the ground up. The primary focus of the role is calendar and schedule management, coordination with external partners and customers, and keeping priorities on track for a busy and fast-moving founder. You'll also contribute to the broader needs of the team by overseeing light office management-handling things like ordering supplies, supporting onboarding, and ensuring the office runs smoothly. What We're Looking For: 5+ years of EA experience supporting a senior executive or founder Highly organized with strong attention to detail and follow-through A proactive, can-do attitude with excellent communication skills Comfortable working in a startup environment and wearing multiple hats This is an exciting opportunity to be part of a growing team at the ground level-ideal for someone who is resourceful, positive, and loves supporting visionary leadership. Salary will be in the range of $130-150K, plus bonus and benefits.

The ideal candidate for this position will excel if they can keep their calm in a high pressure environment coordinating the logistics of the CEO of the company. The candidate should have some relevant experience to the role that highlights their capability to conduct all administrative work, making sure the CEO's operations run smoothly. Thus, the candidate should be detail oriented and a creative problem solver. Responsibilities Provide high-level, confidential administrative support to the CEO, including complex calendar management, meeting coordination, correspondence handling, expense reporting, and preparation of meeting materials. Serve as the primary point of contact between the CEO and internal teams, clients, and external partners, ensuring clear and timely communication. Coordinate all aspects of travel, including detailed itineraries, accommodations, logistics, and post-travel expense reconciliation. Qualifications Bachelor's degree or equivalent experience Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.) Experience supporting C-Suite Executives Experience working for a Financial Services Firm The annual base salary range is $100k to $130k. Actual compensation offered to the successful candidate may vary from posted hiring range based upon geographic location, work experience, education, and/or skill level, among other things. Details about eligibility for bonus compensation (if applicable) will be finalized at the time of offer.

Silicon Valley Medical Development is currently seeking a talented Executive Administrative Assistant to join our growing healthcare team in Los Gatos! Pay: $98,000-$125,000 Shift: Monday-Friday 8:00am-5:00pm El Camino Health Medical Network (ECHMN) is a growing healthcare provider organization dedicated to delivering high-quality, community-based ambulatory care across Santa Clara County. We strive to coordinate care that meets the unique needs of the diverse communities we serve, partnering with like-minded professionals who are passionate about simplifying the healthcare experience. At ECHMN, we foster a culture of teamwork, innovation, and excellence. By working together, we provide exceptional care to our patients while creating a supportive and rewarding environment for our team members. If you're looking to make a meaningful impact in a collaborative and patient-centered organization, we invite you to join us! The Executive Assistant (EA) provides high-level administrative support to the Medical Networks Executive Leaders. This role is essential in ensuring operational efficiency and effective communication across the Executive Leadership Team and external partners. The EA manages complex schedules, coordinates meetings and projects, handles confidential communications, and provides strategic administrative support across a wide range of duties. Essential Functions: Provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public. Coordinate and manage calendars, schedule meetings, and prioritize appointments based on urgency and importance. Act as a liaison between the Executive Leaders (ELT), internal departments, and external stakeholders with professionalism and discretion. Develop and maintain organizational systems, including databases, trackers, and filing systems to support efficient workflow and communication. Prepare, proofread, and format reports, correspondence, presentations, and briefing documents. Research, compile, and synthesize sensitive information to support executive communications and decision-making. Attend meetings and events; prepare agendas, take minutes, and follow up on action items as needed. Submit and track contracts and licensing documents in collaboration with the contract management team. Coordinate and troubleshoot audiovisual and virtual meeting platforms (e.g., Zoom, WebEx). Draft and submit expense reports accurately and in a timely manner. Support front desk operations in partnership with the receptionist, including triaging incoming calls Assist with planning and logistics for internal events, meetings, and team huddles. Receive and address complaints from patients, staff, and providers, using service recovery practices as appropriate. Maintain high levels of confidentiality, tact, and diplomacy when handling sensitive information and interactions. Perform special projects and other duties as assigned by the CAO and VP. Minimum Requirements: Associate's degree and a minimum of seven (7) years of administrative experience, including at least three (3) years supporting executive leadership, OR Bachelor's degree and five (5) years of relevant administrative experience OR Equivalent combination of education and experience Experience: Minimum of five (5) years of executive-level administrative support experience Strongly preferred: Experience in a healthcare organization (e.g., medical group, ambulatory care organization, medical foundation, or acute care hospital) Experience handling confidential information and complex schedules in a fast-paced, high-demand environment Other: Project management certification preferred Experience with contract and database management systems is a plus Proven ability to manage multiple priorities and meet deadlines in a fast-paced environment Strong organizational skills with excellent attention to detail Exceptional verbal and written communication skills Ability to exercise sound judgment, discretion, and professionalism in all interactions Skilled in managing sensitive and confidential information with tact and integrity Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with project management tools and systems a plus Strong interpersonal skills with the ability to build effective working relationships across all levels of the organization and with external partners Ability to anticipate needs, take initiative, and work independently while supporting a collaborative team environment Comfortable coordinating logistics and troubleshooting virtual and in-person meetings (e.g., Zoom, WebEx, audiovisual systems)

The Senior/Principal Administrative Business Partner will support the Customer Engagement (CE) field organization by anticipating, determining, and fulfilling stakeholder needs in a proactive, well-organized, and customer-oriented manner. This role will report to the CE Head of Business Operations and will play a key role in leading various roles for meetings and events, coordinating scheduling processes, and providing business support within CE Operations. Key Accountabilities Administrative Provide administrative support to the assigned leader, inclusive of calendaring, travel coordination, communications, meeting planning, and other administrative tasks as needed Independently manage assigned leader calendaring and scheduling with various leadership levels of internal and external stakeholders, with a high level of confidentiality and proactivity Plan, schedule, and coordinate virtual team & LT meetings Act as go-to-person for general administrative questions or other inquiries (including extensive knowledge of client policies) Maintain an up-to-date team roster, key document warehousing, and distribution lists for the teams May participate in special projects to support the Leadership Team or team initiatives Communications Draft clear and effective communications Present ideas to leadership with a strong presence and verbal communication skills Partner with internal stakeholder groups to track, manage, prepare, and support various projects and engagements Coordinate collecting and implementing feedback for communications and surveys when applicable. Collaboration Leverage a wide network across the organization to influence effective stakeholder engagement and connection Work proactively with leadership and partners regularly to schedule, plan, and coordinate high-impact meetings and presentations Demonstrate strong planning & project management skills with effective follow-up across functional groups. Operations Assist the team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other *** groups, etc. Synthesize meeting minutes & feedback; develop outputs for the team (slides, summaries) Collate and track high-level timelines and milestones for key team deliverables May participate in special projects to support CE initiatives Partner closely with the following departments on applicable business matters, updates, and troubleshooting: HR, IT, Procurement, Finance, FAI, Meeting Services, Offsite Meetings Team, and Compliance Internal Event Planning & Execution Handle logistics for team meetings including sourcing, contracting, rooming lists, registration, communicating logistics, surveys, group activities, dinners, budget, invoice review and payment Coordinate with internal administrative teams such as RVP/local Admin BPs to support field-to-home office engagements, including listening tours and roundtables Execute team building, culture, wellness, and development activities to support employee engagement as needed Assist the assigned team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other *** groups, etc. Synthesize meeting minutes, develop outputs for the team (slides, summaries) Collate and track high-level timelines and milestones for key team deliverables External Event Coordination Coordinate with external administrative teams of key customers to facilitate in-office meetings, events, local programs, and gatherings at special congresses Lead planning/logistics for charitable or community events or outreach across therapeutic areas, in collaboration with local teams Support contract or funding requests as they relate to various team activities (e.g., HCP presentations, etc.) Hiring & On-Boarding Coordinate recruitment activities including: securing space, scheduling interviews, hangouts, communicating logistics to candidates and interviewers Responsible for training new ABP team members on company and departmental administrative and general processes, systems, practices, tools, and standards Ensure the assigned team has the required office equipment and materials appropriate to the team's work Qualifications Minimum 3-5 years of administrative experience supporting Senior Management, preferably with field teams Ability to work across US time zones, dependent on assignment, is required. In-depth knowledge of gSuite Tools (including gMail, gCal, gSheets, gSlides, gMeet) and Zoom). BS/BA degree or equivalent industry experience Business travel, by air or car, is required for occasional internal and external business meetings Capabilities Strategic Agility Sound decision-making skills to effectively prioritize, understand interdependencies, and adapt the message based on the audience Ability to understand business priorities and design/adapt operational needs accordingly Willingness and ability to change one's approach to project management and/or course of action in response to business needs Communication Strong written and verbal communication skills Ability to represent and contribute to ***'s positive reputation with customers by demonstrating a high level of professionalism in matters of external outreach Teamwork & Collaboration Track record of teamwork and collaboration skills; creating and leveraging a large personal network across the organization to understand business needs and contribute where appropriate The capability to understand formal and informal organizational structures Project Management & Operational Excellence Proactively gain and apply knowledge of fundamental project/operations management processes, methodologies, and tools to support high-quality and timely deliverables Planning skills: from meta to micro The capability to create and deliver such things as meeting and communication plans, statements of work, estimates, timelines, resource plans, briefs, summaries, and contracts is critical The ability to find ways to do everything you need to do as well and as efficiently as possible is essential. Fluency in agile practices and with ?new ways of working? Our Operating Principles Put Patients First: I always act as if patients I know are in the room and do what's best for them. Follow the science: I seek answers through experiments, data, and debate, and act on facts. Act as one team: I care, collaborate, and commit without boundaries, and trust others to do their part. Embrace differences: I seek diverse perspectives, invite opposing views, and challenge myself and others. Accelerate learning: I actively pursue new knowledge, even when it's challenging, and openly share both my successes and areas for improvement. Simplify radically: I eliminate complexity, reuse with pride, and accomplish more with less. Make an impact now: I take accountability to do what's right, deliver value fast, and don't wait for certainty. Think long term: I choose actions today that benefit future generations.

We are seeking a tech-savvy, entrepreneurial, and grounded Executive Personal Assistant to support our CEO. This person will play a critical role in enabling the CEO to lead strategically by managing daily operations, information flow, communications, and personal logistics with discretion and excellence. The ideal candidate is fast-learning, curious, and deeply organized. We want someone who thrives in a mission-driven, high-accountability environment and understands the importance of protecting a leader's time and focus. This is a full-time, salaried exempt role based in-person at ONGB's Oakland office. Local errands and occasional home office tasks are also part of this role. KEY RESPONSIBILITIESExecutive Support Manage and prioritize the CEO's daily and long-term calendar, including meetings, calls, events, and travel Draft, screen, and manage professional communications, emails, and internal messages Prepare briefing materials, agendas, and summaries for meetings; track follow-ups Maintain organized digital and physical records, ensuring confidentiality and accuracy Anticipate CEO needs and proactively remove operational obstacles Operations & Special Projects Coordinate key projects, research assignments, or events led by the CEO Conduct background research on funders, community partners, and program topics Track and follow up on tasks and deadlines across departments Maintain organized systems for filing, scheduling, and documentation Manage projects and workflows for CEO Tech & Tools Support Maintain the CEO's Notion dashboards and systems (goals, to-dos, notes, etc.) Use Airtable to organize and update data, schedules, contact logs, and workflows Navigate and troubleshoot tools like Google Workspace, Slack, Zoom, Canva, and Dropbox Help format and/or create presentations, grant materials, or digital content when needed Research new tools or processes to improve executive efficiency Personal Errands & Home Office Support Run local errands and assist with personal logistics to support the CEO's overall capacity Manage home office tasks and supplies, coordinating with vendors or household support as needed Ensure boundaries and discretion are upheld when handling personal matters Culture & Relationship Stewardship Represent the CEO and ONGB with professionalism, warmth, and a can-do attitude Support a work culture rooted in trust, respect, wellness, and accountability Other duties as requested by the CEO QUALIFICATIONSRequired BA in business, organizational leadership, or nonprofit management or related field At least 4 years of executive support or personal assistant experience, preferably supporting a startup founder, CEO/executive director, or entrepreneur Exceptional organizational skills with the ability to multitask and prioritize in a fast-paced environment Tech fluency with Notion, Airtable, Google Workspace, and task/project management tools Strong written and verbal communication skills Reliable transportation for errands and local travel High emotional intelligence, confidentiality, and adaptability Deep alignment with ONGB's mission, values, and Oakland community Preferred Experience in a nonprofit, grassroots, or social impact organization Project management certification WORK ENVIRONMENT & PHYSICAL DEMANDS This is an in-person role based in ONGB's Oakland office. Local travel and occasional lifting (up to 25 lbs) may be required. Reasonable accommodations will be made in accordance with the Americans with Disabilities Act (ADA). Job Type: Full-time Pay: $66,560.00 - $72,420.00 per year Benefits: Employee assistance program Life insurance Schedule: 8 hour shift Monday to Friday Weekends as needed Application Question(s): Thrive in a fast-paced environment Education: Bachelor's (Preferred) Location: Oakland, CA Ability to Commute: Oakland, CA 94612 (Required) Willingness to travel: 25% (Preferred) Work Location: In person

Job Title: Executive Assistant Role Classification: Full-Time, Exempt What We're About AESTHETX is luxury plastic surgery and dermatology practice that serves some of the most well-known Bay Area clientele from Silicon Valley to Marin. Our highly trained experts are the best in the industry-renowned for skilled personalized service delivering safe, effective, medically-proven treatments and optimal results. AESTHETX is here to ensure patients achieve a natural result focused on skin health and healthy aging, not just the aesthetic. We thrive in a people-first culture with an authentic emphasis on wellbeing. As we grow, we reinforce the integrity of our unique culture by leading with love and an unparalleled passion for what we do. We offer world-class training and education. And as industry leaders we're always innovating-bringing state-of-the-art equipment and services to our clinics. We offer a competitive benefits package which includes generous employee discounts, Friends & Family discounts and a beautiful working environment with a stellar team. We also offer paid holidays and a 401k plan with a company match program. For full-time employees (32+ hours/week) we offer Medical, Vision, and Dental insurance. Position Summary We are looking for a highly organized, proactive, and detail-oriented executive assistant to help us support our daily operations. The executive assistant is the backbone of our office operations, responsible for managing critical back-office tasks including managing administrative tasks, scheduling internal meetings, managing physician calendars, maintain relationships with our product and building vendors, and complete ad hoc projects. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities with a high level of professionalism and confidentiality. Responsibilities: · Manage and complete administrative projects from start to finish, including planning, coordination, execution, and timely follow-up to ensure successful outcomes · Provide high-level administrative support, including complex scheduling, calendar management for providers, and creating agendas Prepare and edit correspondence, reports, presentations, and meeting minutes · Act as the primary point of contact for building-related issues (HVAC, plumbing, cleaning, repairs) · Manage office operations and ensure the workspace remains efficient, professional, and well-stocked · Partner with suppliers and service providers to negotiate pricing and terms that support cost-efficient purchasing · Maintain confidentiality and discretion in handling sensitive information · Anticipate executive needs and proactively bring together appropriate resources Education And Qualifications: 2-3 years of experience as an Executive Assistant or 3+ years as an Administrative Assistant Excellent written and verbal communication skills Knowledge in MS Office software High level of professionalism Excellent team player and strong attention to detail Ability to handle confidential information with discretion Demonstrated ability to prioritize tasks and manage time in a fast-paced environment Full-Time Employee Benefits: · PTO time off · Eight Paid Holiday's · 401K with Employer Match · Medical, Dental and Vision - 100% Paid for Employee Portion · Flexible Spending and Health Savings Accounts · Life Insurance · Short & Long-term Disability · Legal Plan Employee Perks: · Discounted Beauty Products and *Complimentary Aesthetic Treatments for Employees (Facial / Botox and more) · Free - Gourmet Coffee · Free - Food and Snacks - Our lunchroom is always fully stocked with snacks! · Frequent Catered Lunches · Fun-Themed Events for Employees Throughout the Year *As outlined in our employee discount office policy Job Type: Full-time Pay: $75,000.00 - $85,000.00 per year Benefits: 401(k) 401(k) matching Dental insurance Employee discount Flexible spending account Health insurance Life insurance Paid time off Vision insurance Schedule: 8 hour shift Day shift Monday to Friday No nights No weekends Work Location: In person

Delta, founded in 1971, is a global leader in switching power supplies and thermal management products with a thriving portfolio of smart energy-saving systems and solutions in the fields of industrial automation, building automation, telecom power, data center infrastructure, EV charging, renewable energy, energy storage and display, to nurture the development of smart manufacturing and sustainable cities. As a world-class corporate citizen guided by its mission statement, “To provide innovative, clean and energy-efficient solutions for a better tomorrow,” Delta leverages its core competence in high-efficiency power electronics and its ESG-embedded business model to address key environmental issues, such as climate change. Delta serves customers through its sales offices, R&D centers and manufacturing facilities spread over close to 200 locations across five continents. Delta has 158 sales offices, 72 R&D centers and 48 manufacturing facilities worldwide Throughout its history, Delta has received various global awards and recognition for its business achievements, innovative technologies and dedication to ESG. Since 2011, Delta has been listed on the DJSI World Index of Dow Jones Sustainability™ Indices for 11 consecutive years. In 2021, Delta was also recognized by CDP with leadership level ratings for its substantial contribution to climate change and water security issues and named Supplier Engagement Leader for its continuous development of a sustainable value chain. Executive Assistant to Regional Vice President Location: Fremont Reports To: Regional Vice President Job Summary We are looking for a highly capable, bilingual Executive Assistant to support the Regional Vice President (RVP). This role serves as a key communication bridge between the RVP and other global operations, ensuring alignment on priorities, accurate information flow, and seamless coordination of tasks. The ideal candidate will be proactive, detail-oriented, and comfortable working in both English and Chinese. Key Responsibilities Serve as the primary point of contact between the Regional Vice President and corporate headquarters, facilitating clear and timely bilingual communication. Coordinate and follow up on cross-regional initiatives, ensuring that key updates, documents, and decisions are accurately relayed between the region and HQ. Manage the RVP's calendar, including scheduling meetings across global time zones, prioritizing requests, and resolving conflicts. Organize and prepare for internal and external meetings, including agendas, meeting materials, minutes, and follow-up actions. Arrange and manage business travel plans, including flight and hotel bookings, visa arrangements, and detailed itinerary planning. Conduct market research and data analysis to support regional strategy, and compile insights into bilingual reports or presentations for headquarters review. Draft, translate, and proofread reports, emails, and presentations in both English and Chinese to ensure accuracy and clarity. Maintain strict confidentiality of all business matters and handle sensitive information with discretion. Support ad hoc administrative or strategic projects as assigned by the RVP. Qualifications Bachelor's degree in Business, Communications, or a related field. At least 3 years of experience supporting senior executives, preferably in multinational or cross-cultural organizations. Native or near-native proficiency in both English and Chinese (written and spoken) is required. Strong coordination and communication skills, with the ability to manage priorities under pressure. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with tools like Teams, Zoom, or shared calendars is a plus. Strong attention to detail, with the ability to anticipate needs and proactively solve problems. Demonstrated ability to handle confidential information and exercise sound judgment.

Our client, a leader in financial software, is hiring an Executive Assistant to join their team in Mountain View, CA! This will be a hybrid role and require 3x a week onsite. **This is a 10-month W2 contract with benefits and paid holidays** As the Executive Assistant, you will be supporting 2 Directors & 1 Vice President in handling a wide range of administrative and executive support-related tasks involving the clerical, administrative function, research, and management roles. Responsibilities: Actively manage large and complex calendars to support teams and Executives by understanding their key priorities Plan, coordinate, and ensure the schedule is followed, as well as handle travel coordination and arrangements Responsible for schedule management, office management, communication liaison, information preparation, company records management, representation, and data analysis Managing and reconciling expense reports on behalf of the leaders Desired Skills: 3+ years of experience as an EA supporting multiple Executives Advanced Outlook Calendar Management Concur a plus Prior experience with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace Motion Recruitment Partners is an Equal Opportunity Employer, including disability/vets. All applicants must be currently authorized to work on a full-time basis in the country for which they are applying, and no sponsorship is currently available. Employment is subject to the successful completion of a pre-employment screening. Accommodation will be provided in all parts of the hiring process as required under Motion Recruitment Employment Accommodation policy. Applicants need to make their needs known in advance.

Key Responsibilities: Manage and maintain executives' schedules, including appointments, meetings, and travel arrangements. Screen and direct incoming calls, emails, and correspondence; prioritize matters that require executive attention. Prepare and edit documents, reports, presentations, and other materials. Coordinate internal and external meetings, including agendas, logistics, and follow-ups. Handle confidential documents and maintain confidentiality of sensitive information. Serve as a liaison between executives and other staff, clients, or external partners. Assist in the preparation of expense reports, budgets, and departmental records. Manage office systems, supplies, and administrative workflows as needed. Perform general administrative duties such as filing, photocopying, and data entry. Support project management and assist in tracking deadlines and deliverables. Desired Skills and Experience Qualifications: Bachelor's degree preferred; associate degree or equivalent experience acceptable. 3-5 years of experience in an executive or administrative support role. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools. Excellent verbal and written communication skills. Strong organizational skills and attention to detail. Ability to work independently and manage multiple priorities. High level of discretion and professionalism. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.

Palo Alto, CA $35 - $38/hour Option 1 Staffing is proud to partner with a nationally recognized university in Palo Alto, CA, to recruit a dynamic Administrative Assistant. This is an exciting opportunity to join a prestigious institution where innovation, collaboration, and excellence are at the forefront. In this high-visibility role, you'll work directly with esteemed faculty members, providing critical administrative support that keeps operations running smoothly. From managing executive calendars and coordinating impactful events to overseeing financial reimbursements, you'll play an integral part in a fast-paced academic environment. Responsibilities: Perform complex calendaring for multiple faculty members with competing priorities, resolving calendar conflicts as needed Coordinating travel arrangements from flights, hotels, reservations and transportation Process and monitor routine financial transactions, which may include researching and resolving discrepancies Ensure accuracy of content in various unit documents, displays, reports, brochures, social media, and/or websites Process financial reimbursements Coordinate events, staying within budget Manage conferences and team meetings as needed Creating expense reports, complex reports, and spreadsheets Maintain office supplies and equipment; obtain vendor quotations, as needed Assist with capital or special equipment requests and/or vendor selection as needed Perform ad hoc tasks as requested Qualifications: Minimum 4 years of administrative experience providing direct support Bachelor's degree Project coordination experience is preferred Experience with Oracle and Concor is highly preferred Strong analytical skills Academia experience is a plus! For immediate consideration, please apply! Option 1 Staffing is an award-winning, statewide, recognized leader in staffing and recruiting, specializing in placing the highest caliber of Non-Clinical Healthcare, Information Technology, Supply Chain, Administrative/Office, and Accounting/Finance professionals in contract and direct-hire opportunities. We work with top and emerging companies in the Technology and Healthcare industry. We Offer: Excellent opportunity to work for an outstanding, large, and growing company! Awesome Benefits! Excellent salary! Medical Insurance 401K “Best of Staffing Award” Best of Staffing Award is the only award in the U.S. that recognizes staffing agencies that have proven superior service quality based entirely on ratings provided by their clients and job candidates. Award winners make up less than 2% of all staffing agencies in North America. “Top Performer Award” Top Performer Award by Workforce Logiq highlights high-performing staffing companies who are chosen based on a variety of criteria critical to our clients' satisfaction, including customers serviced, cycle time, submittals per requisition, percentage of submittals hired, program compliance, fill ratio, and more. Member American Staffing Association Since 1991.

Job Title: Executive Assistant Compensation: $105,000.00-$125,000.00 annually + plus full benefits You will serve as an Executive Assistant supporting school leadership team members. Working in a highly collaborative and innovative culture, this position offers the opportunity to engage with faculty, staff, parents, students, trustees, partners, vendors, and the public. You will communicate with all stakeholders, partner with our administrative support team, and handle time-sensitive and confidential details, questions and problems. Primary responsibilities include executive support, event planning and execution and Coordinating campus visits for local, national, and international groups in partnership with the leadership team, division assistants, and campus hosts. The ideal candidate will have experience working in a fast-paced environment, and is comfortable solving problems in collaboration with others. What you will be doing: Executive Support Efficiently and effectively manage and support busy calendars and schedules of School leaders. Represent and support School leaders and the organization positively, efficiently, and effectively with all board members, colleagues, community members, partners, and other constituents. Serve as a key team member supporting the leadership team, the execution of the strategic plan, and the daily operations of the entire organization for the success of the school. Communicate and collaborate extensively with the leadership team, the board, staff, faculty, parent leaders, partners, vendors, and the public. Partner extensively with administration colleagues, including division assistants and executive assistants, to support the leadership team and success of the school in daily operations as well as in executing special projects and events. Ensure that confidential school information and materials are handled with excellent judgment and appropriate discretion. Schedule and confirm committee/task force meetings. Coordinate events and travel, including domestically and internationally. Process expense reports, records and internal documents. Lead / support event planning and execution, including professional development registration and communication with attendees, in addition to site and day-of logistics such as catering, supply inventory and ordering, and space reservations. Coordinate campus visits for local, national, and international groups in partnership with the leadership team, division assistants, and campus hosts. What you bring: Bachelor degree preferred. At least 5+ years of executive administrative experience required. Understanding of independent school communities and culture or alternative education environments. Must be highly collaborative, forward-thinking, solution and action-oriented, and flexible, with a cross-functional/cross-departmental mindset and capacity. Personable, positive, helpful personality, and hospitality mindset. Keen attention to detail with excellent organizational and time management skills. Ability to solve problems with creativity, professionalism, tact and kindness. Ability to manage and prioritize multiple responsibilities simultaneously, and to pivot when necessary. Ability to manage competing demands, and adapt to frequent or unexpected changes. Compassionate, empathetic, intuitive, and diplomatic.

Job Title: Executive Assistant to Vice President Job Type: [Full-Time/Part-Time] Equitable Advisors is a leading financial advisory firm dedicated to providing personalized financial planning and investment management services. We pride ourselves on our commitment to excellence and client satisfaction. Position Overview: The Executive Assistant (EA) will provide high-level administrative support to two Financial Advisors, ensuring efficient operations and facilitating exceptional client service. This role requires a proactive, organized, and detail-oriented individual who can manage multiple tasks and prioritize effectively. As a trusted partner, the EA will help manage and maximize the Financial Advisor's time by handling planning and organizational tasks. Note -- applicants must be authorized to work in the United States. Key Responsibilities: • Administrative Support: o Manage and organize the Financial Advisor's schedule, including appointments, meetings, and travel arrangements. o Prepare and edit correspondence, communications, presentations, and other documents. o Ensure accuracy of appointments and all required meeting materials are included. o Maintain confidential client records and ensure data accuracy. o File and organize sensitive documents. • Client Interaction: o Serve as the primary point of contact for clients, addressing inquiries and providing information as needed. o Coordinate client meetings, including preparing necessary materials and follow-up actions. o Assist in onboarding new clients and maintaining ongoing client relationships. o Handle new business paperwork for team and personal business. o Utilize Salesforce, Outlook, Calendly, and internal financial planning software when necessary. o Work closely with various joint advisors and team when needed. • Project Management and Event Planning: o Support the Financial Advisor in special projects and initiatives. o Track project timelines, deliverables, and outcomes. o Coordinate project tasks and ensure timely completion. o Plan and organize client and company events. • Additional Duties: o Take and screen calls. o Manage calendars across U.S. time zones. o Book meetings and events. o Other duties as supervisor may require. • Qualifications:  • Education: Bachelor's degree preferred. • Experience: Minimum of 1 year of experience in an administrative role, preferably in the financial services industry. • Skills: o Excellent organizational and time-management skills. o Strong attention to detail. o Proficient at multitasking and handling sensitive information with discretion. o Heightened decision-making skills and initiative. o Excellent written and verbal communication abilities. o Proficiency in Microsoft Office Suite and Salesforce Equitable Network, LLC. an Equitable Advisors is an equal opportunity employer M/F/D/V.

As the Executive Administrative Assistant, you will provide dependable, high-quality administrative support to the Executive Leadership with a full range of administrative duties. You will work with minimal supervision in a fast-paced environment, exercise judgment in prioritising work and maintain a high level of confidentiality and discretion. You will also create and maintain specialised reports, presentations, records and files required in connection with departmental work processes. About the Role What will you do? Responsibilities Provide full administrative support, including full schedule management and organising all internal and external meetings. Provide extensive calendar management, anticipating needs and proactively and effectively managing the team's time accordingly. Help ensure requests are responded to promptly, using best judgment to assist and make decisions without supervision when applicable. Plan and coordinate external-facing meetings, including outside vendors, external officials, and other senior leaders across multiple industries. Build PowerPoint presentations and Excel spreadsheets for various members of the team. Ensure timely expense reporting in compliance with organisational policies. Coordinate travel arrangements (both domestic and international), manage itineraries, book flights, hotels, visas, ground transportation and restaurants. Qualifications Minimum 7 years' experience as an Administrative Assistant to senior-level leadership, preferably in a global set-up. Required Skills Demonstrated ability to manage multiple deadlines simultaneously, while keeping organised, efficient, positive and focused. Proven track record of interpersonal effectiveness with excellent organisational skills and attention to detail. Desire to proactively partner with Administrative Assistant peers for efficiency and effectiveness in supporting senior-level individuals. Drive to provide best-in-class support to leaders, enabling their success and the success of the team/company. Strong working knowledge of Microsoft PowerPoint; experience creating, editing, and formatting extensive presentations. Demonstrated ability to manage multiple projects and tasks with advanced knowledge of Microsoft Office products-Excel, Outlook, etc. Excellent communication skills with strong written and verbal expertise. Equal Opportunity Statement We are committed to diversity and inclusivity.

: Doon Insights LLC is a technology-focused events company based out of Bonny Doon and Santa Cruz, CA dedicated to showcasing key technology trends and fostering a network of startups, investors, and corporate partners. We host about 10 seasonal, in-person events, in the Spring and Fall, that provide a platform for collaboration and innovation. We focus on several verticals, including AgTech, FoodTech, EnergyTech, LegalTech, and MobilityTech. Working at Doon Insights is a premier opportunity to learn about and engage in the tech and startup ecosystems. Position Description: This is a part-time hybrid role for an Analyst and Administrative Assistant at Doon Insights. There is a possibility that this job could be converted to a full time position. On the research and analysis side, you would help our Managing Director evaluate startup companies and other potential speakers for our events. You would try to understand the underlying technology and its commercialization potential, help formulate the program for our events based on technology and market trends, and help draft program descriptions, proposals, websites and related materials. On the administrative support side, you would help manage customer relations and communications, utilizing clerical, email, IT/software skills, and assisting on-site during the events. You might be asked to help with email campaigns, our website and our CRM system. This role is primarily remote. You will be expected to attend all events in-person, about 5 in the Spring and 5 in the Fall. Much of the work occurs prior to our events during the winter and summer months. Qualifications: Engineering or science background, preferably a BS degree. Some experience working with technology or technology companies. Administrative Assistant and Executive Administrative Assistant skills Some experience working with startups is a plus. Proficient in phone & email etiquette and communication Proficient in in-person communication Excellent written and verbal communication skills Strong clerical skills; Attention to detail and organization Self-driven, passionate, and curious Ability to multitask and prioritize tasks Strong problem-solving abilities Proficient in Microsoft Office Suite and Teams Experience with CRMs is a plus

Onsite, 5 Days/Week in SF $120k Base + Equity + Bonus Our client, a fast-growing tech company of 120 employees based in San Francisco, is looking for a sharp, agile Executive Assistant to support their CTO & Cofounder. This is a special executive to support who is kind, generous, respectful and cares immensely about his team. This is a unique opportunity to step into a high-impact role at a pivotal stage of the company's growth. Join About the Role: This EA will act as a strategic partner to the CTO, managing a fast-paced schedule, navigating shifting priorities, and flexing between executive and personal support as needed. The ideal candidate thrives in dynamic environments, anticipates needs, and handles challenges with calm confidence. Key Responsibilities: Provide daily administrative and strategic support to the CTO Manage a demanding calendar, coordinate travel and meetings, and handle confidential communications Flex between executive and personal assistant duties depending on the CTO's needs Stay several steps ahead-anticipating issues and solving them proactively Support a leader who moves fast and values trusted, nimble support Who They're Looking For: 1-5 years of Executive Assistant experience Bachelor's degree required Startup or fast-paced environment experience preferred Resourceful, smart, and committed to the EA craft A true team player with a “no task too small” attitude Comfortable with change and able to respond quickly to evolving priorities Willingness to occasionally support after-hours needs Compensation & Perks: Competitive base salary starting at $120K Equity and annual bonus Collaborative culture, professional development and the chance to help shape a growing company You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. California applicants, please view our Privacy Notice here: https://careergroupcompanies.com/california-privacy-notice/. Career Group is a premier, Women-Owned recruiting agency and a widely recognized name in corporate and administrative staffing. We connect our candidates with job opportunities at leading companies nationwide. When you work with a Career Group recruiter, you gain a strategic career advisor for life. Submit your resume to get started today.

A well-funded, stealth-mode startup located mid-Peninsula is looking for a highly capable Executive Assistant to support its Founder and help keep operations running smoothly. This is a full-time, in-office role, ideal for someone who thrives in an early-stage environment and loves building structure from the ground up. The primary focus of the role is calendar and schedule management, coordination with external partners and customers, and keeping priorities on track for a busy and fast-moving founder. You'll also contribute to the broader needs of the team by overseeing light office management-handling things like ordering supplies, supporting onboarding, and ensuring the office runs smoothly. What We're Looking For: 5+ years of EA experience supporting a senior executive or founder Highly organized with strong attention to detail and follow-through A proactive, can-do attitude with excellent communication skills Comfortable working in a startup environment and wearing multiple hats This is an exciting opportunity to be part of a growing team at the ground level-ideal for someone who is resourceful, positive, and loves supporting visionary leadership. Salary will be in the range of $130-150K, plus bonus and benefits.

Client Ultimate Staffing is seeking an Executive Administrator for our client in the Bay Area, CA. This is a 100% onsite role, temp to perm with a starting pay of $45-$77 an hour based on experience. Please review the job description below before applying. Candidates without the requirements listed on their resumes will not be considered. A high-growth, mission-driven organization in the Bay Area is seeking a skilled Executive and Office Administration Assistant to lead and support a global administrative function. This role provides hands-on support to Senior Executives while also overseeing Office Management and operations at the Client Headquarters. If you're highly organized, collaborative, and thrive in fast-paced environments, this role is for you! About the Role As the Executive and Office Administration Assistant, you will: Support key C-level executives with calendar management, travel logistics, expense reports, and presentation preparation. Collaborate with a small but dedicated team of Executive Assistants and Office Managers. Ensure smooth day-to-day operations at our Santa Clara HQ and foster a welcoming, professional environment. Plan and coordinate company-wide events, department offsites, and onsite meetings. Manage budgets, vendor contracts, and compliance across administrative functions. Key Responsibilities Executive Support Manage complex calendars, travel arrangements, and logistics for high-level executives. Prepare executive materials including reports, presentations, and briefings. Handle sensitive data and confidential communications with professionalism. Office Operations Oversee daily office logistics and identify opportunities to improve workplace operations. Lead planning and execution for in-person and hybrid events. Maintain vendor relationships and negotiate service agreements. Manage office budgets and ensure workplace compliance and safety protocols. Team Collaboration Partner with other office staff and executive assistants to uphold operational excellence. Mentor and provide leadership to the administrative support team. Respond quickly to workplace needs, visitor requests, or unforeseen challenges. Skill Requirements 5+ years of executive-level support experience, including calendar, travel, and event coordination. 5+ years in office management, ideally within startup or high-growth environments. Proven ability to lead and mentor a team of administrative professionals. Mastery in Google Workspace (especially Calendar and Docs) and Microsoft Office. Excellent written and verbal communication skills. Unmatched organization and attention to detail. Discretion, adaptability, and composure under pressure. Service-minded team player who embraces problem-solving at all levels. If you're passionate about supporting inspiring leaders and shaping efficient, welcoming workplaces, we'd love to hear from you. Apply now and become an integral part of a team that's changing the way organizations support talent and growth. All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.