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Executive Administrative Assistant

Santa Clara, CA, US • Posted 3 hours ago • Updated 3 hours ago

Contract W2

Contract Corp To Corp

7 Months

On-site

$30 - $32/hr

Fitment

Dice Job Match Score™

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Job Details

Skills

Summary

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.

Employers have access to artificial intelligence language tools (“AI”) that help generate and enhance job descriptions and AI may have been used to create this description. The position description has been reviewed for accuracy and Dice believes it to correctly reflect the job opportunity.

Dice Id: 90941473
Position Id: 26-22683
Posted 3 hours ago

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