Executive Administrative Assistant

**SUMMARY** The Executive Administrative Assistant serves as a trusted operational partner to the CEO and eight-member Executive Leadership Team (ELT). This role goes beyond traditional administrative support — it requires sound judgment, discretion, and the ability to anticipate needs, manage competing priorities, and keep the organization moving. The ideal candidate is a proactive, detail-oriented professional who takes ownership of outcomes and builds strong relationships across the company. **ESSENTIAL FUNCTIONS** 1. Executive and Calendar Support - Manage and maintain calendars for the CEO and ELT, including proactive scheduling, prioritization, and conflict resolution - Maintains the calendar for the company through the corporate calendar and timing associated with key company and stakeholder meetings. - Anticipate executive needs by maintaining working knowledge of CEO priorities, active projects, key vendors, and associated budgets - Coordinate vendor relationships, process invoices, and support setup and onboarding of new vendors as needed - Leverage organizational systems, tools, and relationships to move work efficiently across the company 2. Meeting Coordination and Execution - Plan and execute logistics for Board and ELT meetings, including room booking, catering, audiovisual setup, and video conference preparedness – both on and offsite - Prepare and format Board meeting materials — presentations, PDFs, and supporting documents — consistent with brand guidelines - Attend meetings as requested; capture notes, track action items, and follow up on decisions - Coordinate guest and external participant meeting setups 3. Travel and Expense Management - Arrange all ELT travel, including domestic and international bookings (flights, accommodations, ground transportation) - Coordinate international travel arrangements for all employees except Regional Relationship Managers - Book Board travel as requested - Submit and reconcile expense reports for ELT and Board members - Reinforce and guide compliance with company travel and expense policies 4. Confidentiality and Discretion - Handle all sensitive and confidential information — executive discussions, personnel matters, business decisions — with the highest level of discretion - Maintain trust as a consistent steward of confidential company information 5. Special Projects - Support ad hoc initiatives and special projects as assigned by the CEO or ELT **REQUIREMENTS** Experience/Education: - 5-7 years of progressive experience in executive administrative support, preferably supporting C-suite leaders - Certified Administrative Professional (CAP) designation strongly preferred - Bachelor's Degree desired Knowledge/Abilities/Skills: - Advanced proficiency in Microsoft Office Suite (Teams, Excel, PowerPoint, Outlook) and virtual meeting platforms - Strong organizational skills with the ability to manage multiple priorities simultaneously without losing accuracy or follow-through - Exceptional written and verbal communication skills - Proactive, resourceful, and solutions-oriented — takes initiative without waiting to be asked - Builds effective relationships across all levels of the organization - Culturally sensitive and comfortable supporting a diverse, global stakeholder base - High standards for quality and a genuine investment in delivering excellent work - Comfortable with ambiguity and able to adapt quickly to shifting priorities **Travel Requirements: N/A** **Office Hours/Location:** - This position is based in Rohnert Park, CA. Office hours are Monday through Friday, 8:30 – 5:00 pm. This is an onsite role offering flexibility to occasionally work remotely. Expected in-offices days are Monday - Friday. Subject to change. - Remote candidates will not be considered for this role. **Physical/Mental Requirements:** The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Re…