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Executive Assistant

Menlo Park, CA 94025

Posted: 07/16/2026 Employment Type: Contract Job Number: 28867575

Job Description

Position Overview:
We are looking for a detail-oriented and proactive professional to provide essential support to senior staff in a dynamic, client-focused setting. This role demands excellent judgment, strong organizational skills, and the ability to handle multiple priorities independently. The successful candidate will anticipate needs, maintain confidentiality, and perform well under pressure.
Key Responsibilities:
  • Executive and Calendar Management:
    • Oversee complex and frequently changing schedules for senior leaders, resolving conflicts and prioritizing effectively.
    • Coordinate meetings, calls, and video conferences across various time zones.
    • Arrange global meetings on short notice, ensuring high attendance and seamless execution.
    • Monitor schedules, including travel and key engagements.
  • Client and Stakeholder Coordination:
    • Serve as the main contact for clients, senior executives, and internal partners.
    • Arrange meetings with external stakeholders and their assistants, managing logistics and materials with AI tools.
    • Handle sensitive communications with professionalism.
  • Communication and Administrative Support:
    • Provide phone coverage, screen calls, and address urgent issues with sound judgment.
    • Draft, edit, and prepare various documents, including correspondence and reports.
    • Manage incoming communications, ensuring timely follow-up and prioritization.
    • Maintain organized records and utilize AI tools for efficient task management.
  • Meeting and Event Coordination:
    • Organize meeting logistics, including space, technology, and catering.
    • Plan client events, team activities, and business functions, preparing and distributing agendas and materials.
  • Travel and Expense Management:
    • Arrange domestic and international travel, including approvals and logistics.
    • Prepare itineraries and process expense reports accurately and promptly.
  • Operational and Team Support:
    • Collaborate with internal teams to resolve issues and gather information.
    • Conduct research to support business activities and provide coverage for team members.
    • Assist with onboarding and training of staff, supporting special projects as needed.
Qualifications:
  • Required Skills and Experience:
    • At least 3 years of experience in a similar role within a fast-paced environment.
    • Strong organizational, multitasking, and time management skills.
    • Ability to work independently and exercise sound judgment.
    • Excellent verbal and written communication skills.
    • Experience supporting multiple senior stakeholders with complex scheduling.
    • High attention to detail and discretion in handling confidential information.
    • Flexibility and adaptability to changing priorities.
  • Technical Skills:
    • Proficient in Microsoft Outlook for calendar management.
    • Strong knowledge of Word, PowerPoint, and Excel.
    • Experience with video conferencing, travel, and expense systems.
    • Familiarity with AI-enabled workplace tools for enhanced productivity is a plus.
  •  

Meet Your Recruiter

Robyn Banks

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About Menlo Park, CA

Ready to jumpstart your career in the vibrant heart of Menlo Park, California? Nestled in the bustling Silicon Valley, this dynamic region beckons with unparalleled growth opportunities and a thriving tech-centric environment. Unleash your potential in the epicenter of innovation, where companies like Facebook and Stanford University drive groundbreaking advancements. With the picturesque Stanford University, the iconic Menlo Park Caltrain station, and the bustling downtown area brimming with cafes and boutiques, this locale offers a blend of charm and modernity like no other. Explore career opportunities surrounded by the lush landscapes of nearby parks like Bedwell Bayfront Park or catch a game at the Stanford Stadium. Join us in discovering the endless possibilities that await in Menlo Park and unlock your career aspirations today!
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Drew Anson

Chief Delivery Officer

Drew Anson is Chief Delivery Officer at Phaxis, a Workforce Solutions Company based in New York.

In this role, Drew leads the delivery and recruiting working closely with the leadership team to define a model that is efficient at supporting the firm s current needs and is scalable for future growth.

Drew is a seasoned executive with more than 13 years of Services & Recruitment experience. In that time, he has supported numerous Fortune 100/500/1000 organizations across industries by providing global workforce solutions, namely resources and thought leadership for large-scale projects, implementations, and managed services.

Prior to joining Phaxis predecessor firm Park Hudson in 2021, Drew spent three years at engineering technology and talent solutions firm, Collabera, as Director of Sales in North Carolina. Earlier in his career, he spent nearly eight years at Insight Global, most recently as Sales Manager of the Columbus, OH office.

He holds a degree from Central Michigan University in Sales & Marketing.

Favorite Book: Extreme Ownership Jocko Willink & Leif Babin
Favorite Team: Michigan Wolverines
Inspirational Quote: There is no substitute for hard work. Thomas A. Edison