Executive Assistant

Job Location and Work Environment

This role is based onsite at Menlo Park, California, specifically at 125 & 135 Constitution Drive. Candidates should be comfortable supporting an in-office leadership team.

Role Overview

Join the Contingent Snowforce Team in a pivotal role supporting the Observe leadership throughout a period of dynamic growth. The position involves working closely with executives and an experienced administrative team in a high-energy, collaborative setting, ensuring smooth day-to-day operations.

Key Responsibilities

• Manage intricate and demanding executive calendars for the Observe leadership team.
• Arrange both domestic and international travel plans efficiently.
• Handle executive and team expense report processing with accuracy.
• Create, organize, and maintain distribution lists, folders, and shared drives for the team.
• Coordinate and plan meetings, offsite activities, and team events.
• Act as the primary contact for employees, visitors, customers, partners, and vendors.
• Welcome visiting executives and manage visitor check-in protocols.
• Participate in leadership meetings, capturing action items, and monitor follow-ups.
• Support daily operational projects and contribute to the enhancement of team processes.
• Schedule meetings and engagements involving customers and external partners.
• Lead smaller scale administrative projects and operational initiatives.
• Collaborate with the larger administrative team to drive efficiency improvements company-wide.
• Perform other administrative duties as required.

Qualifications and Skills

• Bachelor’s degree is required.
• Minimum of five years experience as an executive assistant supporting senior leadership.
• Demonstrated expertise in managing highly complex executive calendars.
• Strong background in travel coordination and managing executive expenses.
• Proven experience planning meetings, events, and team-building activities.
• Ability to juggle multiple priorities effectively in a fast-paced environment.
• Exceptional project coordination and organizational capabilities.
• Excellent verbal and written communication skills.
• Experience in building or refining operational processes.
• Comfortable interacting with diverse stakeholders including executives, customers, partners, vendors, and employees at all organizational levels.
• Highly organized with meticulous attention to detail.
• Strong technical skills and proven ability to rapidly learn new systems.

Compensation

The pay rate ranges between $76.52 and $88.31 per hour.

Additional Information

Requisition ID: 847