Job Search Assistant
Lead Executive Assistant
Palo Alto Staffing • Sunnyvale, CA • Posted 1 day ago
In-person • Full-time • Senior Level
- Team Management
- Lead the Executive Assistant team in daily operations, including scheduling, coverage, special projects, and troubleshooting.
- Coach and mentor team members to support their professional growth and development.
- Collaborate with colleagues to share best practices and optimize work processes.
- Provide dedicated support to multiple senior leaders, including managing complex calendars and scheduling internal and external meetings.
- Coordinate meeting agendas, collate materials, and assist with travel arrangements and expense reporting.
- Oversee digital signature processes (e.g., DocuSign) and manage account access, passwords, and other sensitive operational details.
- Serve as the primary point of contact for office management, including coordinating facility needs with property management, security, and various vendors.
- Maintain relationships with service providers such as travel vendors to ensure seamless support.
- Collaborate on targeted Human Capital initiatives and analyses (e.g., diversity initiatives) in partnership with the Head of Human Capital.
- Maintain and update key human capital reports and assist with firm-wide events in collaboration with the Social Committee.
- Organize and maintain efficient filing systems for correspondence, reports, and client and meeting materials.
- Transcribe meeting notes and upload documents to the appropriate repositories.
- Draft, review, and revise communications and documents using Microsoft Office tools (Word, PowerPoint, etc.).
- Work collaboratively across teams to collect and maintain organization-wide data and support various special projects.