Junior Executive Assistant

Role Summary

Junior Executive Assistant will play a critical role within the Office of the CEO, providing seamless administrative support in a fast-paced, high-accountability environment. The role requires exceptional attention to detail, sound judgment, and proactive execution to drive operational excellence for senior leadership. It demands discretion and the ability to manage confidential matters with professionalism and integrity. Location: In-office at our Palo Alto and San Francisco offices, four days per week (8:30 a.m. – 5:00 p.m.).

Responsibilities

• This is an in-office 4/day per week position (8:30a-5:00p)
• As a member of the Office of the CEO, support the team (CEO, Senior Executive Admin, Chief of Staff and Director, Special Projects) with calendaring, correspondence, travel arrangements, special projects, meeting preparations, etc.
• Organize and maintain administrative processes essential to the needs of the Office of CEO and company overall
• Ensure that assigned administrative tasks are completed in an effective and efficient manner
• Collect and prepare information for use in discussions/meetings of executive staff and outside individuals
• As requested, arrange catering/meals for meetings or individuals
• Book travel and ground transfers as requested
• Arrange access for and greet visitors
• Prepare and submit expense reports
• Provide feedback/insight and proactivity to support ongoing process improvement
• Handle details of a highly confidential and critical nature in a professional and discreet manner
• Develop and maintain day to day systems that allow for administrative efficiency
• Collaborate with, and support internal cross-functional team and external parties
• Communicate effectively and professionally with all levels of employees and outside contacts
• Mail: Sort, scan through invoices and/or other essential items
• Packages: Receive and process to ensure delivery to correct individual
• Represent the office with a poised, polished and well-prepared demeanor
• Other assigned duties as needed

Qualifications

• Bachelor's degree or equivalent experience
• Minimum 2-4 years or equivalent work-related experience
• Highly proficient MS Office Suite
• Excellent written and verbal communication skills
• Detail oriented
• Ability to stay focused, efficient, and effective in managing multiple priorities and in a fast-paced environment
• Professional demeanor and ability to defuse emotional situations in a calm manner
• Strong interpersonal skills and good judgment
• Proven ability to work independently to achieve accomplishments
• Able to remain calm under pressure
• You have demonstrated curiosity and adaptability in adopting AI-powered tools and technologies