Job description
NovaKey Solutions is seeking an experienced Executive Assistant to provide high level secretarial support in a fast paced San Francisco office. The successful candidate will manage calendars, coordinate communications, prepare materials, and drive operational excellence across daily activities.
In this role you will partner with senior leaders to streamline processes, draft correspondence, and coordinate internal and external communications. The position offers opportunities for growth, a collaborative culture, and a competitive compensation package.
Responsibility
- Manage and optimize executive calendars, schedule meetings, and coordinate complex itineraries.
- Prepare and edit correspondence, reports, and presentations with accuracy and discretion.
- Screen calls, route inquiries, and maintain professional external communications.
- Arrange domestic and international travel, accommodations, and expense reporting.
- Coordinate meetings, minutes, and action items; track deadlines and follow-ups.
- Maintain organized filing systems and handle confidential information with meticulous attention to detail.
- Assist with onboarding, event planning, and general office operations to enhance efficiency.
- Support special projects and cross-functional initiatives as needed.
Qualification
- Bachelor degree preferred or equivalent experience in secretarial/administrative roles.
- 3+ years of secretarial or administrative support experience, ideally in a corporate or tech environment.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and Google Workspace.
- Excellent written and verbal communication, courtesy, and professional discretion.
- Strong time management, organization, and multitasking abilities with keen attention to detail.
- Ability to work independently, take initiative, and adapt to a fast-paced environment.
- Discretion, reliability, and a customer service mindset; confidential information handling.
- Familiarity with travel arrangements, expense reporting, and basic administrative systems is a plus.