Executive Administrator

About the Role

We are seeking a proactive, detail-oriented Executive Administrator to provide high-level administrative support to senior leaders within a fast-paced professional services organization. This position plays a key role in keeping executives organized, informed, and operating efficiently by managing calendars, coordinating meetings and travel, preparing materials, and handling a variety of day-to-day administrative responsibilities.

This opportunity is ideal for an administrative professional looking to further develop their career while gaining exposure to senior leadership and business operations. The successful candidate will be highly organized, adaptable, responsive, and able to manage competing priorities with professionalism and discretion.

This position is based in either San Francisco or Silicon Valley and follows a hybrid schedule, with three days per week in the office. Occasional flexibility outside standard business hours may be needed to support travel, meetings, or time-sensitive requests.

Key Responsibilities

Executive Support & Coordination

• Provide comprehensive administrative support to one or more senior leaders.
• Manage complex calendars, scheduling meetings across multiple time zones and prioritizing competing demands.
• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Organize meeting logistics, including room reservations, catering, technology needs, and attendee coordination.
• Prepare agendas, presentations, correspondence, reports, and other business documents.
• Process expense reports and assist with administrative workflows.
• Serve as a professional point of contact for internal teams and external partners.
• Support meeting preparation and follow-up activities, ensuring action items are tracked and completed.
• Maintain accurate records, documents, and administrative files.
• Anticipate scheduling conflicts and logistical challenges, helping identify practical solutions.
• Assist with special projects, team events, and other operational initiatives as needed.
• Handle confidential and sensitive information with a high degree of discretion.
• Contribute ideas for improving administrative processes and overall team effectiveness.

Qualifications

• 2+ years of experience providing administrative, executive support, or coordination services.
• Experience within professional services, legal, consulting, financial services, or other corporate environments preferred.
• Strong calendar management, meeting coordination, and travel-planning experience.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities in a dynamic, deadline-driven environment.
• Strong verbal and written communication skills.
• Professional, service-oriented mindset with a collaborative approach.
• Ability to maintain confidentiality and exercise sound judgment.
• Eagerness to learn, take initiative, and adapt to changing business needs.