Executive Assistant

Job Location :: Sunnyvale, CA(hybrid, 3 days in a week onsite)

Job Description :

· Strategic Calendar & Time Management

• Prioritization & Gate keeping: Managing complex calendars with a focus on strategic alignment, ensuring executive time is allocated to high-impact activities.
• Conflict Mitigation: Proactively identifying and resolving scheduling bottlenecks and resource constraints.
• Meeting Lifecycle Management: Overseeing the logistics and rhythm of business meetings to ensure optimal flow and preparation.

Operational & Project Coordination

• Special Projects: Leading or supporting ad-hoc initiatives that drive team culture, office efficiency, or departmental goals.
• Process Optimization: Identifying and implementing improvements to administrative workflows and internal communication loops.
• Event & Offsite Management: Strategy and execution for team builds, quarterly planning sessions, and external stakeholder events.
• Communication & Stakeholder Management
• Liaison Services: Serving as a primary point of contact between the executive and internal/external stakeholders, maintaining professional brand standards.
• Information Synthesis: Drafting, proofing, and managing sensitive correspondence and presentation materials.
• Internal Communications: Assisting in the distribution of team-wide updates to ensure alignment and transparency.
• Business Administration & Compliance
• Budget & Expense Governance: Monitoring departmental spend, managing expense reporting, and assisting with procurement processes.
• Travel & Logistics: End-to-end management of complex domestic and international itineraries, including visa and compliance requirements.
• Data & Records Management: Organizing and maintaining sensitive files, ensuring adherence to data privacy and retention policies.

ABP (Administrative Business Partner) role is essentially a strategic executive support role — a significant step above a traditional Executive Assistant.

Here's what it's really about in plain terms:

It's about being a force multiplier for an executive. The ABP's job is to free up the executive's time and mental bandwidth so they can focus on high-priority work. That means owning their calendar strategically (not just scheduling meetings), running interference on their behalf, and anticipating needs before they arise.

It spans four core areas:

1. Calendar & Time Strategy — Not just booking meetings, but deciding which meetings matter, resolving conflicts, and managing the rhythm of the executive's day and week.
2. Operations & Projects — Running special projects, improving how the team works, and owning logistics for offsites, team events, and quarterly planning.
3. Communications & Stakeholder Management — Acting as the executive's representative to internal and external partners, drafting sensitive communications, and keeping the broader team informed.
4. Admin & Compliance — Managing budgets, expenses, complex travel (domestic and international, including visas), and keeping records in order.