Executive Personal Assistant

Job Summary

We are seeking a dynamic and highly organized Executive Personal Assistant to provide comprehensive administrative support to senior executives. This role is vital in ensuring smooth daily operations, managing complex schedules, coordinating projects, and facilitating effective communication across teams. The ideal candidate will demonstrate exceptional organizational skills, technical proficiency, and a proactive attitude to help executives stay focused on strategic priorities while handling diverse administrative tasks with professionalism and enthusiasm. This paid position offers an exciting opportunity to be an integral part of a fast-paced, growth-oriented environment.

Duties

• Manage and coordinate complex calendars, including scheduling meetings, appointments, and business travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace.
• Serve as the primary point of contact for internal communication, ensuring timely and clear correspondence with stakeholders at all levels.
• Organize and plan events, meetings, and conferences, including venue selection, logistics coordination, and preparation of materials.
• Handle confidential information with discretion, maintaining data security and privacy standards at all times.
• Prepare detailed reports, proofread documents, transcribe recordings, and perform data entry tasks with accuracy using productivity software such as Microsoft Office and Google Workspace.
• Assist with bookkeeping tasks using QuickBooks or similar accounting software to support financial recordkeeping and invoicing.
• Coordinate project activities across teams, track progress, and ensure deadlines are met through effective project management practices.
• Support executive team members with administrative duties such as filing, front desk responsibilities, managing multi-line phone systems, and handling customer service inquiries.
• Use video conferencing software like Zoom or Microsoft Teams to facilitate remote meetings and presentations.

Experience

• Proven experience as an executive assistant or personal assistant supporting C-suite or senior management professionals in a fast-paced office environment.
• Demonstrated proficiency in office management tasks including calendar management, travel planning, event organizing, and handling confidential information.
• Strong technical skills with familiarity in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), QuickBooks, DocuSign, and video conferencing platforms.
• Excellent written and verbal communication skills with attention to detail for proofreading and transcription work.
• Experience coordinating projects or events from inception to completion while collaborating effectively with diverse teams.
• Ability to multitask efficiently while maintaining a high level of organization and productivity under tight deadlines.
• Prior clerical experience involving data entry, filing systems, front desk duties, multi-line phone systems, and customer service is highly desirable.

Join us in this exciting role where your organizational prowess and proactive approach will empower our leadership team to succeed!

Pay: $35.00 - $45.00 per hour

Benefits:

• Flexible schedule

Ability to Commute:

• Gilroy, CA 95020 (Preferred)

Willingness to travel:

• 75% (Preferred)

Work Location: In person