Sr. Executive Assistant

Sr. Executive Assistant - Palo Alto, CA

We are excited to welcome a highly driven and enthusiastic Sr. Executive Assistant to support the Head of People and the People Leadership Team at our Palo Alto headquarters! The perfect candidate will be a proactive problem-solver with outstanding communication skills and a keen eye for detail, empowering the Head of People to focus on driving our strategic goals.

Responsibilities:

Calendar Management and Meeting Coordination

• Provide comprehensive support, including proactive calendar management, conducting weekly/monthly calendar audits to avoid conflicts, and timely rescheduling for vacations, conferences, travel, and holidays.
• Ensure calendared items are prioritized correctly to meet organizational goals
• Organize and coordinate meetings, offsites, training programs, and events, managing logistics in partnership with the Workplace team.
• Prepare meeting agendas, take notes, follow up on action items and suggest next steps
• Create and manage content for People Team All Hands decks and other key meetings, ensuring timely completion for review and edits with appropriate stakeholders

Travel Planning

• Arrange domestic and international travel, accommodations, and itineraries for the Head of People and the Leadership Team
• Provide best practices and guidance on travel arrangements to optimize expenses and efficiency.
• Proactively monitor travel and address potential travel issues that may arise
• Manage travel finances and expenses by supervising the creation and submission of expense reports, tracking previous and future travel costs, and ensuring prompt submissions with precise forecasting.

Team Collaboration

• Build strong relationships to foster a positive, collaborative, and productive work environment
• Maintain People Team distribution lists and Slack channels, conducting monthly audits.
• Coordinate celebrations for team milestones and events (e.g., anniversaries, bereavement, birthdays, project completions).
• Be responsive to team and executive communications, including outside normal business hours.
• Maintain the confidentiality of sensitive information with professionalism.
• Collaborate with other EAs to align executive staff priorities, travel plans, and key dates/events.
• Develop a system for collecting feedback from the team to improve support and collaboration.

Project Management & Strategic Initiative Support

• Support strategic project activities for the People leadership team.
• Manage multiple projects simultaneously, prioritizing tasks and meeting deadlines.
• Proactively address challenges to ensure smooth operations.
• Assist with team recognition activities and support onsite Exec Interviews for VP+ candidates.
• Create Purchase Requisitions, manage vendor invoices, and track budget availability against spending requests.
• Develop project tracking systems to ensure initiatives are completed on time and within budget.

Qualifications:

• Minimum 7+ years supporting senior-level executives in person.
• Experience in HR or supporting an HR leader is a plus.
• A bachelor’s degree is a plus.
• Advanced proficiency with GSuite applications and other key software (Word, Excel, PowerPoint).
• Demonstrated ability to leverage technology and tools to enhance productivity and efficiency.
• Ability to function well in a high-paced environment and perform additional duties as assigned.
• Use discretion, confidentiality, and good judgment in handling C-Level and people-related matters.
• Strong business sense with the ability to prioritize and make sound judgment calls.
• Commitment to excellence, performing duties consistently at a high level.
• Excellent communication skills, and professional interaction with all levels.
• Team-oriented approach and dedicated service focus.
• Flexible and adaptable to changing priorities and urgent requests.
• Ability to think creatively with a sense of urgency.

#LI-KY1