Admin Assistant, Ads Engineering
$80,000–$148,500 year
HybridLos Gatos, California, United States
Job Summary
Maintain complex, high-volume calendars for three Leaders by proactively resolving conflicts, prioritizing competing requests, and coordinating meetings across multiple time zones. Serve as a key point of contact for the team, communicating clearly with internal partners, cross-functional teams, and external stakeholders while anticipating questions before they escalate. Manage a large volume of internal meetings, cross-functional syncs, and all-hands events, including scheduling, agenda solicitation, note-taking, and tracking action items to closure. Plan and execute team offsites, events, and external meetings end-to-end, handling venue sourcing, vendor contracts, and on-site AV support. Coordinate complex domestic and international travel arrangements and process corresponding expense reports. Maintain Google Shared Drives, distribution lists, and Slack channels to ensure proper access and information distribution. Partner with HR, Recruiting, Finance, and Facilities on administrative protocols and operational needs. Identify and implement workflow efficiencies to help the team scale. Support team-building activities and contribute to a welcoming, collaborative environment. This role requires 3 days per week on-site at the Los Gatos office with a hybrid schedule.
Required Qualifications
- Experience as an administrative or executive assistant supporting multiple leaders within a large, fast-paced, and/or rapidly scaling organization
- A demonstrated track record of being proactive rather than reactive (someone who anticipates needs, flags issues early, and follows through without prompting)
- Hands-on offsite and event planning experience, including venue/vendor sourcing, budget coordination, agenda planning, and on-site logistics
- Excellent written and verbal communication skills, with the ability to communicate clearly and confidently across all levels of the organization
- Strong organizational skills and impeccable attention to detail, with the ability to manage competing priorities under pressure
- Proficiency in Google Suite (Drive, Docs, Sheets, Slides); familiarity with Slack
- Ability to maintain the highest level of discretion and confidentiality
- Comfortable working on-site/hybrid, with flexibility to work across multiple time zones as needed
- Location: This role is based out of our Los Gatos office with a hybrid schedule requiring 3 days per week on-site
Hiring someone like this?
Get your role in front of qualified candidates on Sorce.