The Administration team at Confidential (Registered Users Only) provides core administrative support and serves as strategic partners to our business leaders.
You Will:
- Provide executive support to the Chief Business Officer and VP, Business Development.
- Strategically manage complex calendars — allocating time against priorities, protecting focus time, and proactively resolving conflicts before they surface.
- Serve as a trusted operational proxy for executives – ensuring their time is optimized, they are delegating effectively, and anticipating what is needed before being asked.
- Drive continuous process improvement across the org — identifying what isn't working, owning the fix, and sharing better practices with the broader E/ABP community.
- Plan and execute impactful team events, including team building activities, off-sites, and recognition programs.
- Maintain team communication channels, meeting notes, project plans, goals, and group tasks.
- Manage the confidential execution of organizational changes, including information flow, timing, and discretion across sensitive people movements.
- Engage in frequent written and verbal correspondence with high-profile external partners and clients.
- Collaborate effectively with peers, colleagues, and across various teams to support company-wide projects and goals.
- Manage the operational fundamentals flawlessly; including expense reports, travel planning, and day-to-day administrative requests.
- Elevate the organizations you support — setting the standard for craft, judgment, and collaboration; mentoring colleagues across departments and job families; and actively contributing to hiring, onboarding, and retention efforts that strengthen the team at Confidential (Registered Users Only).
- Work a full-time, hybrid schedule at our San Mateo office.
You Have:
- A Bachelor's degree or equivalent practical experience, with 8+ years in a direct executive support role.
- Demonstrated ability to lead org-level process improvements — identifying what's broken and redesigning it, not just executing existing systems.
- Proven experience managing complex, multi-stakeholder projects from start to finish with minimal direction.
- Experience handling confidential organizational information with discretion and integrity.
- Excellent judgment and exceptional attention to detail – you know when to act, when to escalate, and when to push back; and small details don’t slip through the cracks.
- A strong team-oriented mindset, always willing to assist colleagues and contribute to shared success.
You Are:
- Seasoned in supporting C-suite and senior leaders in fast-moving, highly matrixed environments, with a demonstrated ability to navigate complexity and ambiguity with confidence.
- Calm, composed, and decisive under pressure — able to reprioritize quickly and maintain a high standard of execution when circumstances change.
- Exceptionally organized and dependable; those you support have full confidence that commitments will be met and nothing will fall through.
- Curious about technology and product development; with a bias toward applying new tools, including AI workflows; to improve how the team operates.
- A strong relationship builder, able to establish rapport with individuals across all levels of the organization and serve as a dependable representative for your executives and team.
