Executive Administrative Assistant

HonorVet Technologies is a Service Disable Veteran-Owned IT staffing firm, ISO 9001, and ISO 27001 certified, working with federal agencies, state governments, and Fortune 500 enterprise clients across the US. What makes us different isn't a tagline; it's the way we work. We don't forward resumes and hope for the best. We take the time to understand where a professional like you are headed and only reach out when we genuinely believe there's a fit worth exploring.
 
Job Title: Executive Administrative Assistant
Duration: 7+ months
Location: Santa Clara CA 95054
Hybrid: 2 days onsite, Tuesdays & Thursdays preferred but not required, Days in office should also depend on the exec’s needs
 
Job Description:

• Provide executive administrative support for three senior leaders.
• Manage highly complex and frequently changing calendars across global time zones.
• Prioritize competing requests and independently resolve scheduling conflicts.
• Coordinate internal and external meetings, leadership reviews, customer meetings, offsites, and team events.
• Prepare agendas, meeting materials, briefing documents, and follow-up action items.

Travel & Expense Management

• Coordinate domestic and international travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
• Anticipate travel risks and proactively identify solutions.
• Process and reconcile executive expenses in accordance with company policies.

Business Operations

• Partner closely with leadership teams, business operations, HR, recruiting, finance, and other executive assistants.
• Maintain organizational documentation, distribution lists, team resources, and operational processes.
• Assist with planning leadership offsites, team meetings, and organizational programs.

Strategic Partnership

• Anticipate executive needs and identify opportunities to increase efficiency and effectiveness.
• Help drive operational excellence by creating scalable processes and improving workflows.
• Leverage AI-enabled tools and modern technologies to streamline administrative work and improve productivity.
• Serve as a trusted partner and extension of the leaders you support.

 
Skills:
Executive Support & Calendar Management

• Complex calendar management across multiple executives and global time zones
• Strategic prioritization of competing requests and executive agendas
• Meeting planning, coordination, and logistics management
• Inbox and communication management

Communication & Relationship Management

• Exceptional written and verbal communication skills
• Executive presence and professionalism
• Strong stakeholder management and relationship-building abilities
• Ability to interact effectively with senior leaders, customers, partners, and employees at all levels

Organization & Project Management

• Outstanding organizational and time management skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong project coordination and execution skills
• Event and offsite planning experience
• Attention to detail and operational excellence

Business Acumen & Strategic Partnership

• Ability to anticipate executive needs and proactively solve problems
• Sound judgment and decision-making skills
• Understanding of organizational priorities and business objectives
• Experience serving as a trusted advisor and business partner to executives
• Ability to drive process improvements and operational efficiencies

Travel & Expense Management

• Domestic and international travel coordination
• Complex itinerary management
• Expense reporting and reconciliation
• Vendor coordination

Technical Skills

• Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Zoom
• Experience with Concur or similar expense management tools
• Experience leveraging AI tools to improve productivity and workflows
• Ability to learn and navigate new technologies quickly

Confidentiality & Professionalism

• Ability to handle highly sensitive and confidential information
• Strong discretion and sound business judgment
• Professional, positive, and adaptable demeanor

 
Education:

• Bachelor's degree preferred, or equivalent combination of education and relevant work experience.
• 3+ years of Executive Assistant experience supporting VP-level leaders or above.

If you are interested, feel free to reach out to me directly at miles.basson@honorvettech.com or call/text (551) 227-4630.