Executive Assisant

San Jose, California | Freelance | Job ID #49094 |
Posted Last Month
This job is no longer available.
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Onward Search is seeking a well-rounded Executive Assistant for a long-term 12-month extendable contract opportunity working out of San Jose, CA. Our client, a well-known e-commerce brand is looking for a talented individual to support several Senior Directors and Directors across marketing divisions. In this role, as an actual member of these teams, these leaders will count on your ability to manage calendars, manages domestic and international travel arrangements + related expenses, assists in meeting scheduling (Outlook experience required); coordinates off-site development and execution while overall assisting the Leaders in their day-to-day activities and team interfaces


  • This position requires the individual to exercise judgment and initiative, practice a high degree of flexibility, operate effectively in a fast-moving environment and multi-task to get the job done.
  • Calendar management responsibility for internal and external meetings–using insight, decision-making, and prioritization skills with regards to managing action items.
  • Preparing and managing confidential information. Being privy to such sensitive information and a need to maintain a good practice with integrity and diplomacy.
  • Planning/project management skills to coordinate employee/client events.
  • Managing and reconciling expense reports and purchase requisition submissions.
  • Ability to interact comfortably and skillfully with senior level executives within and outside the company, as well as with customers, vendors, and visitors.
  • Resolve time-sensitive issues with a high degree of precision an exhibit strong organizational, written and verbal communication skills.
  • Credibly and competently interact with other executive assistants and managers within/outside of the company.
  • Proficiently utilize MS Office applications; Word, Excel, PowerPoint, and Outlook. Also, in-depth WIKI experience, Google Doc experience, DLManager knowledge, etc.
  • Managing all Executive travel for both domestic and international. Ability to work closely with travel agents, coordinating car service as needed, reserving hotels, etc.
  • Manage All Hands meetings, complex event planning, celebrations, off-sites, etc. This may include working with external caterers, onsite coordinators, Cafe, EAs, etc.
  • Play the role of central resource and contact for information flow within the department.
  • Partner with other group executive administrative assistants to successfully plan and manage events, oversee projects and guide internal and external communications to key stakeholders as necessary.


  • Minimum of 5 years of executive administrative experience.
  • Outstanding planning and organizational skills.
  • Attention to detail.
  • Ability to prioritize, adhere to deadlines and multi-task.
  • Strong Technical skills: proficient in MS Office including Excel, PowerPoint, and Outlook.
  • Excellent communication skills; ability to prioritize, take direction, and work independently on projects.
  • Customer and Team focused attitude is a must!
  • Ability to learn new technology, processes, and change directions quickly.
  • Ability to be effective and efficient in a fast-changing environment.
  • Compassionate. Excellent people skills.
  • Desire and ability to positively influence the culture of the department and the company.
  • Professionalism, attention to detail, and integrity.
  • Possess excellent organizational and communication skills, be comfortable making decisions, and be comfortable working on initiatives that require confidentiality.
  • Sense of humor, desire to have fun.
  • Extremely organized with exceptional follow through.

Does this sound like your skill set and experience? Apply today! 




  • The client is unable to support 1099 / Corp-to-Corp or Independent Contractor arrangements at this time. All freelancers will be paid as W2 employees.
  • In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
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About Onward Search

Onward Search helps connect digital, creative and marketing talent with choice jobs at the nation's most recognized companies and digital agencies. We offer a full range of recruitment and staffing solutions to include contract, temp-to-perm, and permanent / executive search placement.

Onward Search is an equal opportunity employer, dedicated to a policy of non-discrimination in an employment with regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, veteran status or any other classification protected by federal, state and local laws and ordinances, nationally and internationally. Candidates must be at least 18 years old to be considered for employment. AA/EOE/M/F/D/V