Executive Assistant

Executive Assistant II

Location: San Francisco, CA 94158

Duration: Just under 2 months, with the possibility of extension

Job Summary

We are seeking a highly organized, proactive, and adaptable Executive Assistant to provide administrative and operational support to multiple leaders within a global Talent Acquisition organization. The ideal candidate will thrive in a fast-paced environment, manage competing priorities, anticipate leadership needs, and coordinate meetings, travel, and team activities efficiently.

This role requires strong communication, attention to detail, sound judgment, and the ability to collaborate with leadership teams and cross-functional partners.

Key Responsibilities

• Calendar and Priority Management: Manage complex calendars for multiple leaders using Google Calendar, prioritize meeting requests, resolve scheduling conflicts, and coordinate across global time zones.
• Meeting and Stakeholder Coordination: Schedule internal and external meetings, prepare agendas and meeting materials, take notes, track action items, and ensure timely follow-ups.
• Travel and Expense Management: Coordinate domestic and international travel, prepare detailed itineraries, assist with visa processing, and submit travel expense reports accurately and promptly.
• Leadership and Team Support: Ensure leaders are prepared for meetings with relevant information and materials, and provide administrative support for daily business operations.
• Event Planning: Assist with organizing leadership meetings, team meetings, All Hands, summits, offsites, and other team events in collaboration with administrative partners.
• Project and Deadline Tracking: Monitor project deadlines, follow up on deliverables, send reminders, and help ensure timely completion of action items.
• Administrative Operations: Support onboarding, expense reviews, morale budgets, facility and space planning, and other operational requirements as needed.
• Cross-Functional Collaboration: Work closely with leadership, administrative partners, and internal stakeholders to support business priorities and improve team collaboration.
• Additional Support: Provide backup administrative coverage during leaves or vacancies and assist with other projects as assigned.

Basic Qualifications

• Minimum of 2+ years of administrative experience.
• Hands-on experience using Google Workspace, particularly Google Calendar.
• Demonstrated ability to support multiple leaders simultaneously in a fast-paced environment.
• Strong organizational, communication, prioritization, and time-management skills.

Preferred Qualifications

• 4+ years of administrative experience.
• At least 2+ years supporting a VP-level leader or above, or a Director-level leader or above in a global organization.
• Bachelor's degree or equivalent practical experience.
• Experience coordinating complex schedules across global time zones.
• Experience managing domestic and international travel arrangements, including visa processing.
• Experience coordinating large-scale meetings, All Hands, summits, offsites, and team events.
• Strong attention to detail, adaptability, discretion, and the ability to anticipate leadership needs.
• Ability to manage competing priorities and work effectively with cross-functional teams.

Top 3 Responsibilities

1. Calendar and Priority Management: Manage complex calendars for multiple leaders, prioritize requests, and coordinate schedules across global time zones.
2. Meetings and Stakeholder Management: Coordinate meetings, prepare materials, document action items, manage follow-ups, and support hybrid and on-site meeting logistics.
3. Travel and Administrative Operations: Arrange domestic and international travel, prepare itineraries, assist with visa processing, and manage expense reports and morale budgets.

About Us

Founded in 2009, IntelliPro is a global leader in talent acquisition and HR solutions. Our commitment to delivering unparalleled service to clients, fostering employee growth, and building enduring partnerships sets us apart. We continue leading global talent solutions with a dynamic presence in over 160 countries, including the USA, China, Canada, Singapore, Japan, Philippines, UK, India, Netherlands, and the EU.

IntelliPro, a global leader connecting individuals with rewarding employment opportunities, is dedicated to understanding your career aspirations. As an Equal Opportunity Employer, IntelliPro values diversity and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or any other legally protected group status. Moreover, our Inclusivity Commitment emphasizes embracing candidates of all abilities and ensures that our hiring and interview processes accommodate the needs of all applicants. Learn more about our commitment to diversity and inclusivity at https://intelliprogroup.com/.

Compensation: The pay offered to a successful candidate will be determined by various factors, including education, work experience, location, job responsibilities, certifications, and more. Additionally, IntelliPro provides a comprehensive benefits package, all subject to eligibility.