Executive Assistant to the CEO in Hillsborough, California at Portal AI

About The RoleAs the Executive Assistant to the CEO at Portal AI, you will be a critical partner in ensuring the CEO's time is optimized and that key business priorities are managed efficiently. You’ll manage the CEO’s schedule, coordinate high-level meetings, streamline communications, and assist with travel arrangements. Your role will involve preparing and reviewing important documents, tracking action items, and serving as a liaison between the CEO and other stakeholders. You will support event planning and execution, as well as oversee office management responsibilities to ensure a smooth and efficient work environment. This role is fully in-office and requires availability for occasional travel.
What You Will Do

• Manage the CEO’s schedule, prioritize meetings, handle correspondence, and ensure efficient time management, including scheduling internal and external meetings
• Prepare meeting agendas, take notes, and track action items to ensure follow-through
• Assist with the preparation and review of presentations, reports, and other documents
• Act as a gatekeeper by screening meetings, managing agendas, and assisting with personal projects or errands to maximize the CEO’s productivity
• Organize company events, team offsite, monthly team meetings, and other ad-hoc events
• Coordinate travel arrangements, both domestic and international
• Act as a liaison between the CEO and other executives, employees, and external stakeholders
• Provide general administrative support and assist with special projects, as needed
• Oversee office management tasks, including maintaining supplies, coordinating with vendors, and ensuring a well-organized work environment
• Handle confidential information with discretion and professionalism

Your Experience

• 7+ years of experience as an Executive Assistant or in a similar support role, preferably in a high-growth technology company
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities simultaneously
• Strong communication skills, both written and verbal
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software
• Ability to work independently, anticipate needs, and maintain a high level of professionalism
• Experience in handling sensitive and confidential information with discretion