Executive Administrative Assistant

Job Title : Executive Administrative Assistant

Client Location : Silicon Valley, CA; Hybrid

Salary / Pay Rate : $42.05 to $46.73 / hr

Hours : Full-time

Duration : 12 Months (may extend)

Job Description :

We are seeking a highly organized, proactive, and dynamic Executive Administrative Assistant to provide comprehensive support to three senior leaders within the EPSI leadership team.

This role will focus on organizing travel, managing calendars, processing expense reports, and administering vendor payments, all while ensuring smooth day-to-day operations.

The ideal candidate will have a strong administrative background, excellent problem-solving skills, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities :

• Travel Coordination : Organize domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries, ensuring that all travel plans are executed seamlessly.
• Calendar Management : Oversee complex calendar scheduling using Apple Calendar, including managing competing meeting requests, rescheduling as necessary, and coordinating with other executives’ assistants to optimize schedules.
• Expense & Financial Administration : Prepare and process expense reports, track and manage Purchase Orders (POs), and facilitate vendor payments in a timely manner.
• Administrative Support : Provide general administrative support for the EPSI leadership team, including handling correspondence, answering calls, managing emails, and assisting with project management tasks as needed.
• Event Coordination : Organize large team meetings, events, and off-site team-building activities, including catering and logistics.
• Office and Studio Management : Support the team with office moves, studio needs, and other general administrative tasks as they arise.
• Problem Solving : Proactively identify issues and provide solutions with minimal supervision. Anticipate challenges and address them before they become problems.
• Team Collaboration : Work closely with other administrative assistants, cross-functional teams, and leadership to maintain a smooth workflow and positive team culture.
• Project Support : Assist with team initiatives, manage timelines, set expectations, and ensure that all project milestones are met with efficiency and accuracy.

Key Qualifications :

• Experience : At least 5 years of administrative experience, with a minimum of 2 years supporting Director-level or higher executives.
• Adaptability : Ability to thrive in a fast-paced, deadline-driven environment, and maintain composure under pressure. Must be able to prioritize and adjust schedules due to last-minute changes.
• Communication : Exceptional written and verbal communication skills, with a strong sense of professionalism and the ability to represent leadership appropriately.
• Organizational Skills : Highly organized with an exceptional attention to detail, ensuring all tasks are executed accurately and on time.

Able to manage competing priorities effectively.

• Judgment : Able to exercise good judgment when handling confidential information and making decisions on behalf of leadership.
• Independence : Comfortable working autonomously and managing multiple tasks with minimal direction. Can say "no" when needed to protect the executive’s schedule and priorities.
• Technology Proficiency : Proficient in Apple Calendar, Mail, Keynote, Quip, Slack, and other office systems and tools.

Experience with additional office software and project management tools is a plus.

• Travel Experience : Experience coordinating both domestic and international travel, with an understanding of the nuances involved in each.
• Team Player : A team-oriented mindset with the ability to collaborate and contribute positively to the overall team culture and success.
• Education : Bachelor’s degree, AA degree, or equivalent experience.

Additional Desired Skills :

• Interest in project management and a willingness to take on new administrative challenges.
• Strong problem-solving skills and the ability to anticipate needs or potential challenges.
• Willingness to work flexible hours and be available after business hours, as needed.
• Interest in helping foster a positive, creative, and productive team culture.

The target hiring compensation range for this role is $42.05 to $46.73 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.