Executive Assistant (Hybrid - San Diego, CA)

Our Customer is a business and financial software company that develops and sells financial, accounting, and tax preparation software and related services for small businesses, accountants, and individuals. They are laser-focused on their customers, live and breathe innovation, and champion those who dare to dream. Their Mission is powering prosperity around the world. They do it by attracting the world’s top talent, bringing vital partners into their global platform, and leaving the world a better place through exceptional corporate citizenship.

We are seeking an Executive Assistant on a contract basis to help support our Customer's business needs. This role is hybrid in San Diego, CA.

Responsibilities:

• Handle highly sensitive information, including organizational design, compensation data, headcount planning, and executive performance materials, with extreme discretion and confidentiality
• Demonstrate strong business acumen across HR and Customer Success functions to prioritize executive time effectively
• Pull and synthesize headcount reports, organize budget data, and prepare strategic presentations for executive leadership
• Manage complex and shifting calendars for multiple senior leaders, prioritizing based on strategic business needs
• Architect meetings by developing agendas, securing pre-reads, attaching briefing documents, and tracking post-meeting action items
• Coordinate domestic and international travel logistics and manage timely, accurate expense reconciliation
• Protect executive time through diplomatic gatekeeping and effective prioritization of requests
• Build and maintain strong cross-functional relationships with HR, Customer Success, Finance, Talent Acquisition, and executive leadership teams
• Draft clear, concise, and professional communications on behalf of senior leaders
• Navigate ambiguity and shifting priorities, making confident judgment calls when necessary
• Identify administrative bottlenecks and implement lightweight process improvements to enhance team efficiency
• Leverage modern workplace tools and AI solutions to summarize information, draft communications, and streamline workflows

Skills and Qualifications:

• 7-10+ years of professional administrative experience
• Minimum of 4+ years directly supporting VP-level or C-suite executives
• Bachelor’s degree in Business Administration, Communications, HR, or a related field, or equivalent practical experience
• Advanced proficiency in Excel and Google Sheets, including Pivot Tables, VLOOKUP/XLOOKUP, conditional formatting, and data validation
• Strong ability to manage large and complex datasets, such as headcount planning, budget tracking, and performance metrics
• Advanced presentation development skills in Google Slides and PowerPoint, including use of master slides, dynamic charts, and adherence to brand standards
• Mastery of Outlook or Google Workspace, including complex calendar delegation, shared drive management with secure permissions, and data collection tools such as Google Forms
• Experience leveraging AI tools such as Gemini, ChatGPT, or Copilot to enhance productivity and workflow efficiency
• Advanced proficiency in collaboration platforms such as Slack or Microsoft Teams, including workflow automation and channel management
• Exceptional written and verbal communication skills
• Strong organizational skills with the ability to manage multiple priorities in high-pressure environments
• High tolerance for ambiguity and rapidly changing priorities
• Strong business acumen across HR and Customer Success functions

Preferred Qualifications:

• Experience supporting HR strategy, Customer Success, or cross-functional executive leadership teams
• Demonstrated experience implementing process optimization initiatives within executive operations

We offer a competitive salary range for this position. Most candidates who join our team are hired at the median of this range, ensuring fair and equitable compensation based on experience and qualifications.

Contractor benefits are available through our 3rd Party Employer of Record (Available upon completion of waiting period for eligible engagements)

Benefits: Medical, Dental, and 401k (no match)

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.