Administrative Assistant, Office of the CEO

General Description:

The Administrative Assistant, Office of the CEO, provides day-to-day administrative and operational support to keep the Office of the CEO organized, responsive, and running smoothly. Reporting to the Executive Assistant to the CEO, this role coordinates the CEO’s calendar, scheduling, and logistics; monitors and routes shared inbox requests; and manages executive and Board expense reimbursements, invoices, and purchase orders. The role also supports day-to-day office coordination in San Carlos.

Success requires strong organization, attention to detail, sound judgment, discretion, and proactive follow-through, along with proficiency in Microsoft 365 and approved AI tools. The individual must work independently while collaborating closely with the broader team, anticipate needs, and adapt calmly to shifting priorities and time-sensitive requests in a fast-paced global environment. This role requires full-time, on-site presence in the San Carlos office.

Essential Functions of the Job:

• Calendar and Scheduling Coordination: Maintain the CEO’s long-range calendar and coordinate scheduling and logistics for planned engagements.

• Inbox Management: Monitor the Office of the CEO shared inbox, route requests, and flag time-sensitive items for follow-up.

• Expense Management: Prepare, submit, and track expense reimbursements for the CEO and Board members, including receipts and supporting documentation.

• Invoice and Purchase Order Processing: Process vendor invoices and purchase orders, coordinate documentation and approvals, and follow up on processing status.

• Finance Reconciliation: Coordinate quarterly reconciliations and supporting documentation in partnership with Finance.

• Office Coordination: Support day-to-day San Carlos office coordination to meet the needs of the Office of the CEO.

Required Education:

• High School education required; bachelor’s degree is a plus.

Required Qualifications:

• 2+ years of experience in an administrative support role.

• Demonstrated ability to coordinate meetings, participants, materials, and logistics across multiple time zones.

• Uses PowerPoint, Excel, Teams, Co-Pilot to organize, track, analyze, and clearly present information.

• Professional demeanor with sound judgment, discretion, and respect for confidentiality.

• Highly collaborative by embracing the fluid and fast-paced nature of the department, where team members actively support one another, adapt to shifting needs, and pivot quickly and frequently to ensure seamless day-to-day operations.

• Highly organized and detail-oriented, with the ability to manage multiple priorities, maintain accuracy, and follow through on commitments.

• Customer-focused and service-oriented, with a collaborative approach and the ability to build effective relationships across functions, levels, and geographies.

• Change agile and comfortable operating in a fast-paced environment with ambiguity, shifting priorities, and frequent last-minute changes.

• Calm and resourceful under pressure, with the ability to assess urgent situations, solve problems quickly, and escalate when appropriate.

• Proactive, responsive, and accountable, with the ability to anticipate needs and work independently while staying closely aligned with the Executive Assistant and the broader Office of the CEO team.

• Strong commitment to teamwork, continuous improvement, and high-quality execution.

Supervisory Responsibilities:

• None. This role reports to the Executive Assistant to the CEO.

Computer Skills:

• Advanced proficiency in Microsoft PowerPoint and strong proficiency in Excel, Outlook, Word, Teams, and calendar management tools. Proficiency with Microsoft Copilot and other approved AI tools, including responsible use of AI in a confidential executive environment.

Other Qualifications:

• Ability to work flexibly when executive priorities require early, late, or time-sensitive support.

• Must demonstrate a consistently professional, responsive, and customer-focused approach.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.