HYBRID -Executive Assistant- Bay Area

Job Overview

The Executive Assistant (EA) provides high-level administrative support to the Vice President of Product Management and the broader Product Management leadership team. In addition to executive support, the EA will play a key role in local site operations and facility coordination. This role requires a proactive, results-driven professional who anticipates leadership needs and serves as a critical link between senior executives and the wider organization. We are seeking a self-motivated individual with a strong commitment to operational excellence and impactful execution. This hybrid position is based in the California Bay Area, with an on-site presence 2–3 days per week, as needed.

Job Requirements

Location is Santa Clara

• Manage complex calendars for multiple executives, prioritizing meetings and resolving conflicts.
• Monitor and prioritize executives’ emails and correspondence.
• Maintain regular communication with executives' teams and direct reports.
• Coordinate domestic and international travel, including visas and logistics.
• Schedule and organize meetings (in-person, virtual, and hybrid formats).
• Plan and manage logistics for off-site meetings, conferences, and events.
• Screen and direct phone calls as needed.
• Maintain electronic files and manage SharePoint/Teams sites.
• Handle confidential information with discretion and professionalism.
• Provide backup support to other administrative staff as needed.
• Prepare and review expense reports; support travel and procurement tracking.
• Create and format presentations and documents.
• Maintain and update organizational charts and team directories.
• Assist with employee engagement events and initiatives.
• Draft and proofread communications; take meeting minutes and track follow-ups.
• Support onboarding of new hires and maintain organized office systems.
• Serve as the primary point of contact for local office operations, facilities, and workplace-related requests.
• Coordinate office supplies, equipment, workspace allocation, and general site support activities.
• Support the planning and execution of site events, visitor logistics, employee engagement activities, and office-wide meetings.
• Help ensure a positive, efficient, and well-maintained workplace environment for employees and visitors.

What your background should look like

• Bachelor’s degree strongly preferred, or equivalent combination of education and relevant work experience

• 7+ years in an administrative role, ideally within a large, global, matrixed organization; Executive Assistant experience preferred.
• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to work independently and collaboratively, with strong problem-solving skills and adaptability.
• Maintains the highest level of professionalism, discretion, and integrity.
• Excellent interpersonal, written, and verbal communication skills; fluency in English required.
• Strong Microsoft Office skills (Outlook, Word, Excel, PowerPoint); tech-savvy and capable of online research.
• Proven track record managing complex calendars, prioritizing tasks, and coordinating across senior leadership.
• Able to travel up to 15% as needed.
• Serve as the primary point of contact for local office operations, facilities, and workplace-related requests.
• Coordinate office supplies, equipment, workspace allocation, and general site support activities.
• Support the planning and execution of site events, visitor logistics, employee engagement activities, and office-wide meetings.
• Help ensure a positive, efficient, and well-maintained workplace environment for employees and visitors.
• Action-Oriented: Highly motivated and digs-in immediately. Is considered hands-on and a self-starter.
• Results Driven: Execution oriented and results focused; motivated by achievement.
• Strong Communicator: Listens for meaning, translates concepts effectively, speaks and writes clearly and articulately.
• Adaptable: Adjusts quickly to changing priorities and conditions; anticipates and copes effectively with the complexity of change.
• Team Player: Works collaboratively with others, fostering positive relationships and supporting the team in achieving collective goals. Actively contributes to a cooperative environment and helps others succeed.

Competencies