Executive Assistant at Pilgrims in Redwood City, CA

Job description

• As an Executive Assistant at Pilgrim, you’ll own the scheduling, coordination, and follow-through that keep leadership focused and effective. You’ll manage calendars and travel, prepare communications, organize meetings, and track commitments through completion. You’ll anticipate needs, handle last-minute changes, and resolve problems independently, with sound judgment and discretion.

Responsibilities

• Own leadership calendars, prioritize meeting requests, resolve conflicts, and protect time for company priorities.
• Arrange travel and itineraries, including transportation and accommodations, and adjust plans quickly when schedules change.
• Prepare meeting agendas and materials, confirm attendees, and ensure leadership has the context needed for each discussion.
• Draft and edit emails, memos, and other communications on behalf of leadership.
• Track leadership commitments and meeting action items, following up with owners and flagging overdue work or unresolved questions.
• Manage expense reports, receipts, and administrative records, coordinating with Finance to resolve missing information or approvals.
• Coordinate leadership visits and team events, arranging schedules, access, meeting spaces, and catering.

Requirements

• Experience supporting an executive, or managing complex calendars, travel, and administrative coordination.
• Proficiency with calendar, email, document, spreadsheet, and expense-management tools.
• Ability to draft concise emails, prepare meeting materials, and edit communications for accuracy and tone.
• Prior responsibility for confidential information, such as executive correspondence, personnel matters, or financial records.
• A record of tracking commitments across multiple people and following through until outstanding items are resolved.
• Experience supporting a founder or leadership team at a rapidly growing company.

Skills

Required

• Sound judgment and discretion
• Anticipate needs
• Handle last-minute changes
• Resolve problems independently
• Follow-through
• Organizational skills
• Communication skills
• Calendar tools
• Email tools
• Document tools
• Spreadsheet tools
• Expense-management tools