Administrative Assistant IV

Menlo Park, CA 94025

Posted: 10/01/2019 Employment Type: Contract Industry: Administrative Job Number: 25267

We are seeking an experienced Executive Assistant to support 2-3 Directors on a rotational basis. As part of the Admin Coverage program, this EA would roll on and off short term coverage and backfill assignments across the company, with supervision and management of coverage assignments from the Admin Coverage team.

The person in this role will need to be a masterful problem-solver and an organizational force given complex calendaring, travel planning, and expense reports. Additionally, the ideal candidate will have exceptional communication skills, and will be resourceful in building relationships across the larger ecosystem. This person will need to be able to ramp into a new assignment very quickly, assess for leadership style and needs with little transition time, and operate with confidence and independence when managing the calendar. This person will also work with a broad spectrum of leadership styles, and will need to be adaptable and flexible.


This position is a full-time (40 hours per week) contract role. As part of the Admin Coverage program, this role will focus on providing backfill support for staff leaves and critical support gaps.

  • Responsibilities:
  • Coordinate internal and external meetings for multiple executives
  • Manage hectic and complex calendars
  • Prepare expense reports and purchase requisitions
  • Coordinate both domestic and international travel arrangements
  • Possibility to organize space planning and support events
  • General office duties as needed
  • Build cross-functional relationships between departments


  • Qualifications:
  • 4+ years of experience providing administrative support to 2 or more executives
  • 4+ years of experience coordinating travel logistics on behalf of 2 or more executives
  • 4+ years of calendar management and expense report management experience for 2 or more executives
  • Experience prioritizing multiple projects 
  • Experience with Microsoft Office, Concur

Preferred Qualifications:
  • Experience as an interviewer
  • BA/BS

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