Executive Administrative Assistant

Company: HK Firm
Location: Santa Clara
Posted on: October 30, 2025

Job Description:

Job Description The Executive Administrative Assistant provides high-level administrative support to a c-level executive, ensuring smooth operations and effective time management. This role involves handling sensitive information, coordinating complex schedules, managing communication, travel planning, meeting coordination, team building, and assisting with various projects. The ideal candidate is highly organized, proactive, and skilled in multitasking, with excellent communication and interpersonal abilities. Hybrid opportunity in San Jose Key Responsibilities Executive Support • Manage and maintain executive schedules, including appointments, meetings, and travel arrangements. • Receives assignments in the form of tasks and goals and follows established processes to meet the goals of the unit. • Receives and reviews incoming mail and messages and prioritizes and forwards as appropriate. • Prepare, edit, and format reports, presentations, and other documents. • Act as a liaison between executives and internal/external stakeholders. • Acts as an information resource in routine and unusual situations. • Manage the Santa Clara office Administrative Tasks • Organize and maintain confidential files and records. • Executes budgets, develops schedules, and enforces policies and procedures. • Monitor deadlines and ensure timely completion of tasks and projects. • Manage the Patent Process • Interacts directly with subordinates and peer groups; engages in routine exchanges of information; interactions with external Contacts, if applicable, would be monitored. • Gathers information for production of reports, org charts, administrative procedures and company guidelines. • Creates forms, checklists and procedures to promote efficiency and consistent operations across the department or business unit. • Leads administrative meetings and luncheons, teambuilding initiatives and communication efforts to share best practices and promote teamwork. Meeting Coordination • Schedule, plan, and coordinate meetings, conferences, and events. • Prepare agendas, take meeting minutes, and track follow-up actions. • Arrange for necessary materials, technology, and catering services. • Coordinates a wide variety of larger scale meetings and events on and off site including: schedules facilities and negotiates for their use; handles logistics; develops and distributes agendas and schedules; schedules participants; acts as the main point of contact for meeting information. Travel and Logistics • Arrange domestic and international travel, including flights, accommodations, and itineraries. • Anticipate and resolve travel-related issues or conflicts. Project Assistance • Support special projects, research, and initiatives as directed by executives. • Coordinate cross-functional activities and track project progress. • Prepares correspondence, agendas and presentation graphics; creates and maintains office files and databases; completes and submits expense reimbursement forms and reconciles credit card statements. Qualifications Education: Bachelor’s degree in Business Administration or a related field (preferred) or equivalent work experience. Experience: • Minimum of 3 years of experience in an executive administrative role. • Proven experience supporting C-suite executives is a plus. Skills: • Strong proficiency in Google Workplace Suite & Microsoft Office (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams, etc.). • Strong proficiency in Concur. • Exceptional written and verbal communication skills. • High attention to detail and organizational skills. • Ability to handle confidential information with discretion. • Strong problem-solving skills and a proactive mindset.

Keywords: HK Firm, Santa Clara , Executive Administrative Assistant, Administration, Clerical , Santa Clara, California