Executive Assistant at PX-Joveo-Palo Alto
Mountain View, CA
About the Job
Calendar and Schedule Management- Manage multiple complex calendars with competing priorities, ensuring optimal use of executive's time
- Coordinate and schedule high-level meetings across multiple time zones, including board meetings, investor calls, and leadership team sessions
- Implement sophisticated calendar management systems to handle frequent changes and last-minute adjustments
- Prepare detailed briefing documents for all meetings, including agenda items, attendee backgrounds, and relevant materials
- Proactively identify and resolve scheduling conflicts before they occur
Email and Communication Management- Process and manage high volume of emails (100+ daily), ensuring timely responses and appropriate prioritization
- Develop and maintain an efficient email organization system, including creation of rules, filters, and folders
- Draft professional correspondence on behalf of the executive
- Screen and prioritize incoming communications, determining appropriate routing and required actions
- Maintain contact database and distribution lists for key stakeholders
Travel and Logistics Coordination- Arrange complex domestic and international travel itineraries, including flights, accommodations, and ground transportation
- Create detailed travel briefings with comprehensive trip information, including meeting schedules, local contacts, and contingency plans
- Manage expense reports and travel documentation
- Coordinate visa applications and maintain current passport information
- Handle last-minute travel changes and develop alternate arrangements as needed
Administrative Leadership- Supervise and mentor junior administrative staff as needed
- Develop and document best practices for email management and calendar optimization
- Create and maintain standard operating procedures for administrative processes
- Manage special projects and initiatives as assigned by executive leadership
- Coordinate with other executive assistants to ensure alignment of schedules and priorities