Hively

Executive Assistant

Hively

full-time

Posted on:

Location Type: Hybrid

Location: Pleasanton • California • United States

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Salary

💰 $75,000 - $100,000 per year

About the role

  • Own the CEO’s schedule end-to-end. This includes managing high-volume requests for both internal team sessions and external stakeholder meetings (board members, donors, and partners), ensuring travel buffers and "deep work" blocks are respected.
  • Act as the "connective tissue" for the Leadership Team. You will coordinate Leadership Team meetings, align various executives' schedules for critical decision-making sessions, and ensure that leadership stays synchronized on org-wide deadlines.
  • Attend key meetings to provide expert note-taking and synthesis. You will translate complex discussions into clear action items, assign owners, and proactively follow up to ensure deliverables are met. You will be responsible for keeping the leadership team accountable to their commitments.
  • Expertly manage the logistics of both in-person and Zoom environments. Coordinate room bookings, catering, and physical materials. Lead technical setup for webinars, manage breakout rooms, and provide real-time troubleshooting for a seamless virtual experience.
  • Lead the planning and execution of internal and external events, including board meetings, leadership retreats, and company-wide town halls. This includes venue sourcing, vendor management (catering, A/V), and on-site (or on-Zoom) day-of coordination.
  • Leverage expert-level proficiency in Google Workspace (Drive, Docs, Sheets, Slides) to create and maintain sophisticated organization and tracking systems for the CEO and leadership team. You will design, implement, and manage systems that provide the CEO with instant, consolidated visibility into project statuses, meeting outcomes, and key leadership priorities.
  • Support the execution of initiatives by tracking OKRs (Objectives and Key Results) and ensuring multi-stakeholder project follow-through, acting as the "connective tissue" between the executive office and department heads.
  • Actively seek and integrate feedback to refine executive workflows. You will proactively identify "friction points" in the CEO's day and implement solutions to solve them.
  • Support other teams and projects as assigned.

Requirements

  • 5+ years supporting C-suite executives (CEO preferred) in a high-growth environment. Proven experience in event planning and working closely with Operations teams is essential.
  • Expert-level proficiency in Google Workspace and Zoom. You should be comfortable managing complex permissions in Drive and high-stakes Zoom Webinar settings.
  • Ability to capture the essence of high-level meetings quickly and accurately, turning messy brainstorms into structured project plans.
  • A "zero-fail" mentality regarding scheduling and event logistics. You are highly detail-oriented and can manage multiple moving parts without losing sight of the big picture.
  • You take feedback well and treat it as data to improve. You remain calm and effective under pressure, maintaining a solution-oriented mindset during rapid organizational shifts.
  • A team-player mentality with the interpersonal skills to build relationships across the leadership team and the broader organization.
Benefits
  • Medical, dental, and vision plans covered at 100% for the employee
  • Health & Dependent Care FSA
  • 14 Paid Holidays + 4 flex holidays, including your birthday!
  • Generous paid time off policy (over 3 weeks per year)
  • Tuition Reimbursement ($1,000/year)
  • Employee Appreciation Program
  • Life & Long Term Disability Insurance covered 100% by Hively
  • 403(b) plan
  • SEP-IRA plan with an employer contribution of 5% of annual salary
  • Learning & Development Opportunities
  • Financial wellness program with unlimited access to personal financial advisors
  • Industry competitive salary ranges
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
event planningnote-takingproject managementOKR trackinglogistics managementschedulingworkflow optimization
Soft Skills
detail-orientedinterpersonal skillssolution-oriented mindsetability to work under pressureteam playeradaptabilityfeedback integration