Executive Administrative Assistant

Executive Administrative AssistantHonorVet Technologies is a Service Disable Veteran-Owned IT staffing firm, ISO 9001, and ISO 27001 certified, working with federal agencies, state governments, and Fortune 500 enterprise clients across the US. What makes us different isn't a tagline; it's the way we work. We don't forward resumes and hope for the best.

We take the time to understand where a professional like you are headed and only reach out when we genuinely believe there's a fit worth exploring. Job Title: Executive Administrative Assistant Duration: 7+ months Location: Santa Clara CA 95054 Hybrid: 2 days onsite, Tuesdays & Thursdays preferred but not required, Days in office should also depend on the exec's needsJob Description:Provide executive administrative support for three senior leaders.Manage highly complex and frequently changing calendars across global time zones.Prioritize competing requests and independently resolve scheduling conflicts.Coordinate internal and external meetings, leadership reviews, customer meetings, offsites, and team events.Prepare agendas, meeting materials, briefing documents, and follow-up action items.Travel & Expense ManagementCoordinate domestic and international travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.Anticipate travel risks and proactively identify solutions.Process and reconcile executive expenses in accordance with company policies.Business OperationsPartner closely with leadership teams, business operations, HR, recruiting, finance, and other executive assistants.Maintain organizational documentation, distribution lists, team resources, and operational processes.Assist with planning leadership offsites, team meetings, and organizational programs.Strategic PartnershipAnticipate executive needs and identify opportunities to increase efficiency and effectiveness.Help drive operational excellence by creating scalable processes and improving workflows.Leverage AI-enabled tools and modern technologies to streamline administrative work and improve productivity.Serve as a trusted partner and extension of the leaders you support.Skills:Executive Support & Calendar ManagementComplex calendar management across multiple executives and global time zonesStrategic prioritization of competing requests and executive agendasMeeting planning, coordination, and logistics managementInbox and communication managementCommunication & Relationship ManagementExceptional written and verbal communication skillsExecutive presence and professionalismStrong stakeholder management and relationship-building abilitiesAbility to interact effectively with senior leaders, customers, partners, and employees at all levelsOrganization & Project ManagementOutstanding organizational and time management skillsAbility to manage multiple priorities in a fast-paced environmentStrong project coordination and execution skillsEvent and offsite planning experienceAttention to detail and operational excellenceBusiness Acumen & Strategic PartnershipAbility to anticipate executive needs and proactively solve problemsSound judgment and decision-making skillsUnderstanding of organizational priorities and business objectivesExperience serving as a trusted advisor and business partner to executivesAbility to drive process improvements and operational efficienciesTravel & Expense ManagementDomestic and international travel coordinationComplex itinerary managementExpense reporting and reconciliationVendor coordinationTechnical SkillsAdvanced proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and ZoomExperience with Concur or similar expense management toolsExperience leveraging AI tools to improve productivity and workflowsAbility to learn and navigate new technologies quicklyConfidentiality & ProfessionalismAbility to handle highly sensitive and confidential informationStrong discretion and sound business judgmentProfessional, positive, and adaptable demeanorEducation:Bachelor's degree preferred, or equivalent combination of education and relevant work experience.3+ years of Executive Assistant experience supporting VP-level leaders or above.If you are interested, feel free to reach out to me directly at or call/text .