Administrative Assistant

Administrative Assistant

Location: Rancho Cordova, CA 95670, USA

Position Summary

The Administrative Assistant will serve as a trusted partner to four senior leaders, providing high-level administrative, operational, and organizational support. The role will manage complex calendars, coordinate domestic and international travel, process expenses, and ensure seamless execution of internal and external meetings across multiple time zones.

The ideal candidate will have exceptional organizational skills, strong attention to detail, adaptability, and the ability to thrive in a fast-paced environment with frequently changing priorities.

Key ResponsibilitiesCalendar & Meeting Management

• Manage complex and dynamic calendars while balancing competing priorities.
• Schedule, coordinate, and prioritize meetings across multiple time zones and organizations.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Prepare meeting logistics, agendas, and coordination support as needed.

Executive Support

• Serve as the primary point of contact for administrative matters.
• Track action items and follow up on key deliverables to support execution.
• Handle sensitive and confidential information with professionalism and discretion.
• Provide day-to-day administrative support to multiple senior leaders.

Travel Management

• Coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, visas, and itineraries.
• Proactively manage travel changes, cancellations, and disruptions.
• Prepare detailed travel plans and meeting schedules.
• Ensure executives have accurate and timely travel information.

Expense Management

• Prepare and process expense reports accurately and in a timely manner.
• Monitor expenses for policy compliance.
• Maintain appropriate receipts and supporting documentation.

External Stakeholder Coordination

• Coordinate meetings with customers, partners, investors, vendors, and other external stakeholders.
• Maintain professional communication and provide a positive experience when engaging with external parties.
• Facilitate executive visits, business reviews, and customer engagements.

On-Site & Face-to-Face Meeting Support

• Coordinate on-site meetings, executive visits, leadership reviews, offsites, and customer engagements.
• Manage conference room scheduling, catering, visitor access, and other meeting logistics.
• Support event execution from planning through completion.
• Coordinate virtual and in-person meeting requirements.

Required Qualifications

• 5 years of Executive Assistant or senior administrative support experience.
• Experience supporting multiple senior leaders simultaneously.
• Proven experience managing complex calendars and travel arrangements.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word, and Excel.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage confidential and sensitive information appropriately.

Preferred Qualifications

• Experience supporting Senior Director or VP-level executives.
• Experience coordinating executive visits, offsites, leadership meetings, and customer-facing events.
• Experience working in a fast-paced technology, manufacturing, or corporate environment.
• Experience working across multiple time zones and with global teams.

Key Competencies

• Exceptional multitasking and prioritization skills.
• Ability to quickly adapt to changing business needs and priorities.
• Strong sense of urgency and proactive problem-solving mindset.
• High level of professionalism and discretion.
• Strong relationship-building and collaboration skills.
• Ability to work independently with minimal direction.
• Excellent judgment and decision-making skills.
• Resilience and composure under pressure.
• Strong attention to detail and follow-through.

Working Environment

• Fast-paced environment supporting multiple senior leaders with frequently changing priorities.
• Combination of virtual coordination and in-person administrative support.
• Occasional early morning, evening, or travel-related coordination may be required to support global business needs.