Job Description
Job DescriptionHonorVet 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.