Executive Operations Specialist

Executive Operations Specialist

Hybrid

Operations

Full time

Milpitas, California, United States

OverviewApplication

Description

JOB SUMMARY

Provide high-level administrative and executive operations support to the Chief of Staff, enabling focus on enterprise priorities, governance, and organizational leadership.

This role functions as a strategic partner to the Chief of Staff and leadership team members, managing priorities, communications, and workflows with discretion and efficiency. Success is defined by seamless execution of executive operations, proactive coordination, and effective facilitation of organizational priorities. 

This role is also positioned to develop broader executive leadership capabilities and may serve as part of the organization’s long-term executive operations succession pipeline.

KEY RESPONSIBILITIES

• Serves as a primary strategic and administrative partner to the Chief of Staff.
• Manage and optimize the priorities, calendars and scheduling to ensure optimal use of time aligned with business objectives.
• Draft and manage executive communications, correspondence, and presentations.
• Anticipate needs, identify conflicts proactively, and recommend solutions.
• Prepare meeting materials, including agendas, presentations, and executive briefing documents for executive and Board-level discussions.
• Support Board and committee activities, including coordination of materials, agendas, logistics, and governance documentation.
• Serve as a central point of contact for the Chief of Staff’s office, facilitating communication with internal and external stakeholders.
• Track action items, deliverables, and deadlines from executive and Board meetings to ensure follow-through and accountability.
• Perform executive operations activities, including workflow coordination, prioritization, and process optimization.
• Partner cross-functional with Legal, Finance, HR, IT, and Operations to support enterprise initiatives and executive priorities.
• Demonstrate business acumen, executive judgment, and organizational leadership capability.
• Maintain strict confidentiality and exercise of sound judgment in handling sensitive information.
• Anticipate risks, resolve issues proactively, and adapt quickly to shifting priorities.
• Support the President, C-suite, and senior leaders with administrative and coordination needs across key initiatives.
• Coordinate executive travel, including itineraries, logistics, and contingency planning to ensure seamless execution.
• Perform other duties as assigned to support team and organizational objectives.
• Comply with all company policies, procedures, and applicable regulatory requirements.

Requirements

Required

• Bachelor’s degree in Business Administration, Communications, or related field.
• 5+ years of experience providing executive-level administrative support, preferably within a fast-paced corporate environment. An equivalent combination of education and experience may be considered.
• Board Level experience.
• Demonstrated experience supporting C-suite executives and coordinating senior leadership activities.
• Strong organizational, prioritization, and time management skills.
• Strong project management and cross-functional coordination.
• Exceptional written and verbal communication skills with strong attention to detail.
• Proven ability to manage confidential information with discretion.
• Experience managing complex executive operations and confidential matters. 
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).
• Ability to anticipate needs, problem-solve independently, and operate with minimal direction.
•  Demonstrated ability to operate in high-pressure, fast-paced environments supporting senior executives.
•  Strong sense of urgency with a proven track record of timely follow-up and execution.

Preferred:

• Master's degree in Business Administration.
• Experience supporting Board operations and governance processes.
• Experience in healthcare, biotech, or high-growth organizations.

COMPETENCIES

• Priority Setting
• Dealing with Ambiguity
• Interpersonal Savvy
• Action Oriented
• Planning
• Strategic Thinking
• Influence
• Change and Adaptability

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Location: Hybrid

• Requires prolonged periods of sitting and computer use.
• Occasional lifting of materials up to 15 pounds.
• Ability to work extended hours as needed to support executive operations.
• Limited travel may be required.