Executive Assistant
HireArt
Administration
Los Altos, CA, USA
USD 35-35 / hour
Posted on Sep 25, 2025
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Executive Assistant
An Automotive R&D Company
Full time
Location
Los Altos, CA, United States
Work environment
In-person
Expected pay amount
35.00 USD Per Hour
Schedule
Onsite - 40 hours per week (4 10-hr days) (PST)
Assignment length
Contract
Job description
HireArt is helping our client find a highly skilled and resourceful Executive Assistant to provide comprehensive support to the VP of Communications.
This role requires a proactive individual who thrives in a fast-paced environment, demonstrates exceptional judgment, and maintains the highest level of discretion while handling sensitive information.
The ideal candidate will excel at managing complex schedules, global travel, and diverse communication priorities, while partnering closely with the Executive Assistant team to ensure seamless operations for the leadership team.
As an Executive Assistant, you will:
This role requires a proactive individual who thrives in a fast-paced environment, demonstrates exceptional judgment, and maintains the highest level of discretion while handling sensitive information.
The ideal candidate will excel at managing complex schedules, global travel, and diverse communication priorities, while partnering closely with the Executive Assistant team to ensure seamless operations for the leadership team.
As an Executive Assistant, you will:
- Manage complex calendars, correspondence, and requests across multiple time zones, serving as a trusted gatekeeper for the VP of Communications.
- Coordinate domestic and international travel, meetings, and events in partnership with other executive assistants and the liaison office.
- Support communications priorities by collaborating on press, media, speaking engagements, and event logistics.
- Prepare agendas, presentations, content drafts, background research, and expense reports.
- Anticipate leadership needs, proactively align resources, and ensure seamless day-to-day operations.
- Build strong relationships with internal and external stakeholders while ensuring compliance with organizational policies.
- Provide consistent C-Suite coverage in collaboration with the Executive Assistant team.
Requirements
- 8+ years of administrative experience, including 4+ years supporting C-level executives (or equivalent)
- Exceptional verbal and written communication skills
- Strong judgment and decision-making abilities, balancing strategic perspective with tactical execution
- Highly detail-oriented and organized; able to manage multiple assignments under tight deadlines
- Proven integrity, discretion, and professionalism
- Flexible and adaptable; comfortable with ambiguity and shifting priorities, including occasional support across international time zones/non-standard hours
- Proficient in MS Office and Google Suite; quick to learn new technologies and platforms
- Familiarity with video conferencing platforms such as Zoom, Microsoft Teams, and Google Hangouts
- Team-oriented mindset with the ability to collaborate effectively while working independently
Preferred Qualifications:
- Bachelor’s degree
- Previous experience managing executive inboxes
Benefits:
- PTO and paid holidays!
- Pre-tax commuter benefits
- Employer (HireArt) Subsidized healthcare benefits
- Flexible Spending Account for healthcare-related costs
- HireArt covers all costs for short- and long-term disability and life insurance
- 401k package
Commitment: This is a full-time, ongoing contract position staffed via HireArt. This position will be onsite and available to candidates able to work 4 10-hour days and who are local to the Los Altos, CA area.
HireArt values diversity and is an Equal Opportunity Employer. We are interested in every qualified candidate who is eligible to work in the United States. Unfortunately, we are not able to sponsor visas or employ corp-to-corp.
Job description
HireArt is helping our client find a highly skilled and resourceful Executive Assistant to provide comprehensive support to the VP of Communications.
This role requires a proactive individual who thrives in a fast-paced environment, demonstrates exceptional judgment, and maintains the highest level of discretion while handling sensitive information.
The ideal candidate will excel at managing complex schedules, global travel, and diverse communication priorities, while partnering closely with the Executive Assistant team to ensure seamless operations for the leadership team.
As an Executive Assistant, you will:
This role requires a proactive individual who thrives in a fast-paced environment, demonstrates exceptional judgment, and maintains the highest level of discretion while handling sensitive information.
The ideal candidate will excel at managing complex schedules, global travel, and diverse communication priorities, while partnering closely with the Executive Assistant team to ensure seamless operations for the leadership team.
As an Executive Assistant, you will:
- Manage complex calendars, correspondence, and requests across multiple time zones, serving as a trusted gatekeeper for the VP of Communications.
- Coordinate domestic and international travel, meetings, and events in partnership with other executive assistants and the liaison office.
- Support communications priorities by collaborating on press, media, speaking engagements, and event logistics.
- Prepare agendas, presentations, content drafts, background research, and expense reports.
- Anticipate leadership needs, proactively align resources, and ensure seamless day-to-day operations.
- Build strong relationships with internal and external stakeholders while ensuring compliance with organizational policies.
- Provide consistent C-Suite coverage in collaboration with the Executive Assistant team.
Requirements
- 8+ years of administrative experience, including 4+ years supporting C-level executives (or equivalent)
- Exceptional verbal and written communication skills
- Strong judgment and decision-making abilities, balancing strategic perspective with tactical execution
- Highly detail-oriented and organized; able to manage multiple assignments under tight deadlines
- Proven integrity, discretion, and professionalism
- Flexible and adaptable; comfortable with ambiguity and shifting priorities, including occasional support across international time zones/non-standard hours
- Proficient in MS Office and Google Suite; quick to learn new technologies and platforms
- Familiarity with video conferencing platforms such as Zoom, Microsoft Teams, and Google Hangouts
- Team-oriented mindset with the ability to collaborate effectively while working independently
Preferred Qualifications:
- Bachelor’s degree
- Previous experience managing executive inboxes
Benefits:
- PTO and paid holidays!
- Pre-tax commuter benefits
- Employer (HireArt) Subsidized healthcare benefits
- Flexible Spending Account for healthcare-related costs
- HireArt covers all costs for short- and long-term disability and life insurance
- 401k package
Commitment: This is a full-time, ongoing contract position staffed via HireArt. This position will be onsite and available to candidates able to work 4 10-hour days and who are local to the Los Altos, CA area.
HireArt values diversity and is an Equal Opportunity Employer. We are interested in every qualified candidate who is eligible to work in the United States. Unfortunately, we are not able to sponsor visas or employ corp-to-corp.