What are the responsibilities and job description for the Senior Executive Assistant position at Mathys Potestio / The Creative Party®?
Job Title: Senior Executive Assistant (Onsite)
Location: San Jose, CA (in person)
Duration: 3 months
Hours: 40hrs/wk
Key Responsibilities
Mathys Potestio values applicants of all backgrounds and experiences. We do not discriminate based on race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state, or local law.
Location: San Jose, CA (in person)
Duration: 3 months
Hours: 40hrs/wk
Key Responsibilities
- Display professional etiquette, maintain discretion, and use appropriate interpersonal skills in interactions at all organizational levels.
- Manage multiple complex calendars, coordinate meetings, and prioritize scheduling across time zones.
- Arrange and manage high-volume domestic and international travel, including itineraries, accommodations, visas, and expense reporting.
- Proactively handle responsibilities and consistently deliver exceptional results.
- Draft, edit, and format correspondence, reports, and presentations using Microsoft Office Suite (or equivalent tools).
- Handle confidential communications and ensure timely responses to priority items.
- Coordinate logistics for team meetings, site events, and large group functions.
- Oversee office supply inventory, equipment maintenance, and coordination with external vendors.
- Manage incoming and outgoing communications, mail, and package distribution.
- Serve as a liaison between leadership, internal departments, and administrative peers across company locations.
- Provide backup support to team members, other administrative staff, and departments as needed.
- Provide concierge-style support to leaders’ teams and building/floor occupants, including assistance with travel, notary services, business card ordering, and supply or equipment requests.
- Assist with onboarding and training of new administrative professionals.
- Support site-wide activities through planning, volunteering, and execution.
- Support workforce development initiatives, including coordination of internal technical or thought-leadership content.
- Minimum 5 years of experience supporting senior leaders in a fast-paced environment.
- Proficiency in managing multiple calendars, complex domestic and international travel, and working across global time zones.
- Proven ability to balance and manage multiple priorities with discretion, professionalism, and limited oversight.
- Strong written and verbal communication skills.
- Proficiency with office productivity and virtual collaboration tools (e.g., Microsoft Office Suite, video conferencing platforms).
- Demonstrated ability to work both independently and collaboratively.
- Notary Public certification, or willingness to obtain.
Mathys Potestio values applicants of all backgrounds and experiences. We do not discriminate based on race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status, genetic information, or any other characteristic protected under applicable federal, state, or local law.
Salary : $40 - $48