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Executive Assistant and Office Manager
| Company | Pivotal Software |
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| Location | Palo Alto, CA, USA |
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| Salary | $112000 – $150000 |
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| Type | Full-Time |
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| Degrees | Bachelor’s |
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| Experience Level | Senior |
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Requirements
- Bachelor’s degree and at least 5 years of experience in office management, executive administrative roles, with 2+ years supporting Boards of Directors or senior leadership
- Excellent organizational and time management skills, with the ability to multitask and prioritize effectively
- Strong attention to detail and problem-solving abilities
- Exceptional verbal and written communication skills
- Proficient in using productivity tools such as Microsoft Office suite, calendar management software, and collaboration platforms
- Discretion and confidentiality in handling sensitive information
- Strong interpersonal skills and the ability to work effectively with individuals at all levels
- Ability to adapt to a fast-paced and evolving environment
- Ability to be on-site in our Palo Alto office Monday thru Friday
Responsibilities
- Manage and maintain executive calendars (CEO/CFO are priority), scheduling appointments, meetings, and travel arrangements
- Prepare and coordinate meeting materials, agendas, and follow-up actions as necessary
- Assist in preparing and processing expense reports, purchase orders, and invoices
- Coordinate and schedule Board of Directors meetings, subcommittees, including managing meeting logistics and recording detailed minutes
- Manages confidential files, records, and documents including all Board material
- Handle sensitive and confidential information with utmost professionalism and discretion
- Coordinate and prepare meeting material for company meetings including all hands, manager meetings, operations review, etc.
- Schedule and coordinate interviewing of candidates
- Organize office events such as holiday parties and visitor meetings
- Support cross-functional projects and initiatives as assigned
- Oversee day-to-day office operations, including managing reception duties, greeting visitors, and handling inquiries
- Maintain office cleanliness, orderliness, and functionality
- Collaborate with vendors, service providers, and building management to ensure smooth operations
- Monitor and order office supplies and food / drinks to ensure the office is well-stocked
- Implement and maintain office policies, procedures, and systems
Preferred Qualifications
No preferred qualifications provided.
