Executive Administrator to the Chief of Staff (CoS)

Location: Onsite - Pleasanton, CaliforniaAt STN, we don't just adapt to the digital future, we engineer it. Our mission is to help organizations thrive in a rapidly evolving technology landscape through strategic insight, cutting-edge solutions, and a security-first mindset. We provide end-to-end services spanning cloud consulting, AI infrastructure, and enterprise security, enabling secure, scalable, and future-ready transformation.As trusted advisors, we align IT investments with business outcomes that drive performance and growth, starting with deep strategic engagement and delivering tailored solutions built for long-term impact.Our approach is innovation-led and rooted in cybersecurity, with a focus on leveraging the right technologies to solve real-world challenges. We invest in our people and foster a culture of growth, inclusion, and purpose because we believe empowered teams build transformative technology.OverviewThe Executive Administrator will provide high-level administrative and operational support to the Chief of Staff, ensuring smooth coordination of office activities, streamlined communication, and effective execution of organizational priorities. This role requires exceptional attention to detail, organizational skills, and the ability to manage multiple responsibilities in a fast-paced environment.Key ResponsibilitiesAdministrative & Operational SupportManage calendars, scheduling, and travel arrangements as needed.Track project timelines and deliverables to support Chief of Staff priorities.Assist with expense reporting, budget tracking, and vendor coordination.Handle confidential information with discretion and professionalism.Documentation & Records ManagementDraft, edit, and maintain key documents, reports, and presentations for the Chief of Staff.Manage filing systems, ensuring documentation is accurate, up-to-date, and easily accessible.Support the creation of policies, procedures, and internal communications.Employee Onboarding & SupportCoordinate onboarding schedules for new hires in partnership with HR and department leads.Prepare onboarding materials, welcome packets, and training documentation.Serve as a point of contact for new employees during their transition into the organization.Event & Meeting PlanningPlan and execute internal and external events, including leadership meetings, team retreats, and staff recognition activities.Manage event logistics such as venue booking, catering, materials preparation, and follow-up communications.Support coordination of board meetings, executive sessions, and cross-departmental gatherings.Provide on-site support during events to ensure seamless execution.Project & Initiative SupportTrack project timelines and deliverables aligned with the Chief of Staff's priorities.Conduct research and prepare briefing materials.Liaise with internal stakeholders to ensure smooth coordination across departments.Experience & QualificationsRequired3+ years of administrative or executive support experience, ideally within a fast-paced or executive level environment.Strong organizational and project management skills with the ability to juggle multiple priorities.Excellent written and verbal communication skills.High proficiency with Microsoft Office Suite, Google Workspace, or similar tools.Proven ability to handle sensitive information with discretion and integrity.Skilled at building relationships across all levels of the organization.PreferredExperience supporting a Chief of Staff, senior executive, or leadership team in a complex or fast-paced environment.Background in event planning, HR support, or project coordination.Proactive, resourceful, and solutions-oriented mindset.Professional demeanor, adaptability, and a service-first attitude..Soft SkillsOrganization & PrioritizationAbility to juggle multiple tasks, manage competing priorities, and keep projects moving.Attention to DetailEnsuring accuracy in documentation, scheduling, and communications.CommunicationClear, professional, and adaptable in both written and verbal interactions.Discretion & ConfidentialityTrusted to handle sensitive information responsibly.AdaptabilityComfortable in fast-paced, changing environments; able to pivot quickly when priorities shift.Problem-SolvingResourceful in anticipating needs, resolving issues, and finding practical solutions.Relationship BuildingSkilled at working with stakeholders at all levels; approachable and collaborative.Emotional IntelligenceStrong awareness of others' needs, maintaining diplomacy and tact in sensitive situations.ProactivityAnticipates needs before they arise and takes initiative without waiting for direction.Professionalism & ReliabilityConsistently dependable, polished, and able to represent the Chief of Staff's office with credibility.Compensation$70,000-$90,000/year, DOEBenefitsHealth Coverage - Medical, Dental & Vision401(k) PlanUnlimited Paid Time Off (PTO)Observed Holidays PaidCell Phone AllowanceCollaborative, growth-driven culture

Created: 2025-10-08