Executive Assistant

We are looking for an Executive Assistant to provide high-level administrative and operational support in Palo Alto, California. This Long-term Contract position combines executive coordination, HR-related assistance, and event support in a fast-moving environment where strong judgment and organization are essential. The ideal candidate is proactive, service-oriented, and comfortable managing competing priorities while maintaining accuracy and responsiveness.

Responsibilities:
• Oversee complex calendar scheduling for leadership, including internal discussions, external appointments, and vendor meetings while resolving timing conflicts and preserving productive gaps between commitments.
• Provide administrative support for recurring business priorities such as policy renewals, reporting follow-up, and stakeholder communications to keep deadlines on track.
• Manage a shared HR support inbox and ticketing workflow, responding to employee inquiries within established service timelines and maintaining consistent follow-through.
• Assist with employee-related administrative needs, including support for student workers and general People Operations coordination.
• Contribute to event planning efforts by organizing travel, coordinating onsite logistics, and helping deliver key People Operations programs and special events.
• Prepare and reconcile expense reports by gathering documentation, tracking submissions, and ensuring records are complete and accurate.
• Arrange meeting spaces and coordinate logistics for team sessions, leadership meetings, and other business activities as needed.
• Partner with external vendors and internal stakeholders to support day-to-day operations and ensure administrative tasks are completed efficiently.

Qualifications:

• Demonstrated experience supporting executives with high-volume scheduling and meeting coordination.
• Background in HR administration, People Operations support, or a related administrative function.
• Strong ability to prioritize competing requests and manage time effectively in a fast-paced setting.
• Excellent customer service and communication skills, with a responsive and attentive approach to inquiries.
• High attention to detail and a proactive mindset when handling confidential or time-sensitive tasks.
• Comfortable working through ambiguity, asking clarifying questions, and adapting to changing business needs.
• Experience coordinating travel arrangements, executive meetings, and related logistics.
• Familiarity with shared inboxes, ticketing systems, and standard business tools used for administrative support.

Compensation

$41.34-$47.87 Hourly

About Us

TalentMatch^®

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