Executive Assistant II

Job Title: Executive Assistant II
Position Type: 2 months with possibility to extend
Location:  Hybrid role in San Francisco, CA 94103 (Mon/Fri Work from Home)
Salary Range $49 per hour (USD) / etc
Job ID#: #136159

Job Summary (Responsibilities and Requirements):

Description:

• Manage complex calendars for multiple leaders using Google Calendar, including vetting and prioritizing requests and providing recommendations based on business needs and rapidly shifting priorities.
• Help ensure leaders are properly prepared and on time for meetings, with the appropriate context and materials.
• Coordinate internal and external meetings involving multiple stakeholders, often across teams and global time zones.
• Contribute to leadership and team meetings by taking notes, tracking action items, and supporting follow-up.
• Navigate the intricacies of supporting multiple leaders across a global organization and a complex conference room and hybrid working environment.
• Partner with other EABPs to support event planning and coordination for leadership meetings, team meetings, All Hands, summits, offsites, and other team events.
• Make domestic and international travel arrangements and process travel expense reports based on direction from travelers.
• Draft detailed travel itineraries and provide remote assistance with logistics and travel arrangements, including visa processing when needed.
• Follow up and provide reminders on project deadlines, action items, and deliverables.
• Assist with ensuring the timely review and submission of expenses.
• Support onboarding and other team operational and administrative needs.
• May assist with facility and space planning logistics.
• May preview and provide feedback regarding team expense reports and assist with managing leaders’ or teams’ morale budgets.
• May provide backup support to cover leaves or other administrative vacancies across the organization.
• Work on other tasks and projects as assigned.

Requirements:

• Calendar & Priority Management: Complex calendar management for multiple leaders in Google Calendar, including prioritizing requests and aligning schedules with business priorities across global time zones.
• Meetings, Communication and Stakeholder Management: Coordinating internal/external stakeholder meetings, preparing agendas and background materials, taking notes, tracking action items, and supporting hybrid or on-site conference room setups.
• Travel & Administrative Operations: Planning domestic and international travel, drafting detailed itineraries, managing visa processing, and processing expense reports and morale budgets in a timely manner.

Preferences (not required):

• Minimum 4+ years of administrative experience
• Minimum 2+ years of experience supporting a VP-level leader or above in any scoped business or a Director-level leader or above in a global business
• Bachelor’s degree or equivalent practical experience
• Experience with Google Workspace, including Google Calendar
• Experience supporting multiple leaders

About Us:
Founded in 2009, IntelliPro stands as 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. With a dynamic presence in the USA, China, Canada, Singapore, Philippines, UK, India, Netherlands, and Germany, we continue to lead the way in global talent solutions.

IntelliPro, a global leader in 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.

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