Executive Administrative Assistant

TITLE – Executive Administrative Assistant

ANTICIPATED DURATION: 12-month Contract

LOCATION: Culver City, CA (hybrid)

Summary:

We are seeking an exceptionally proactive, strategic, and highly organized Executive Administrative Assistant to provide comprehensive support to a Senior Director within our innovativeDesign organization. This team dynamic mix of product design, strategy, and scaled systems— is responsible for how millions of people experience and create content across services.

This pivotal role is central to the operations of a 400-person global organization (comprising 200 full-time employees, 200+contractors, and numerous agency partners). The ideal candidate will serve as a strategic and executional partner to the Senior Director, enabling them to lead effectively across a complex web of cross-functional partners including Product, Business, Design, Marketing, and Engineering. You will be instrumental in streamlining his time, managing frequent travel, and fostering seamless communication among many partners to help drive high- impact initiatives.

Key Qualifications:

• 10+ years executive support experience, with 5+ years supporting Director-level or higher executives in fast- paced environments
• Strategic calendar management expertise: Complex multi-time zone scheduling, conflict resolution, and priority alignment
• Travel coordination mastery: Frequent domestic travel (especially Cupertino-Culver City), logistics, itineraries, and expense management
• Decision facilitation: Ability to synthesize complex information and present clear options for quick decision- making
• Relationship management: Strong cross-functional stakeholder engagement and liaison skills
• Communication excellence: Superior written/verbal skills with discretion and ability to draft on behalf of the executive
• Design acumen: Understanding of creative processes and design organization needs
• Independent judgment: Autonomous work with minimal guidance; confident advocacy for executive priorities
• Confidentiality C discretion: Impeccable integrity handling sensitive information
• Technical proficiency: Apple Calendar, Mail, Keynote, Pages, Numbers, Ǫuip, Slack
• Adaptability: Thrives under pressure in ambiguous, rapidly changing environments
• Availability: Occasional after-hours support for critical needs

Description:

This Executive Administrative Assistant position will receive day-to-day supervision from the Chief of Staff for the Senior Director. The primary and exclusive responsibility will be to provide dedicated executive administrative support to the Senior Director, encompassing all calendar management, travel arrangements, and expense reporting. This role will work in very close partnership with the Chief of Staff, collaborating daily to anticipate needs, manage priorities, and ensure seamless operational support for the Senior Director.

• Act as a trusted and strategic partner to the Senior Director, proactively managing and optimizing their time, schedule, and priorities.
• Manage an extremely complex, dynamic calendar—anticipating needs, resolving conflicts, and strategically scheduling to maximize productivity
• Coordinate all travel logistics: flights, hotels, ground transportation, detailed itineraries, and timely expense reporting
• Prepare the Senior Director for all meetings and engagements by gathering necessary materials, conducting preliminary research, and synthesizing information into concise overviews.
• Maintain strong relationships with peer executive assistants and key stakeholders
• Facilitate design reviews and team meetings by coordinating scheduling, ensuring complete meeting invitations, clear agendas, and timely meeting notes

• Proactively identify opportunities to streamline administrative processes and implement efficiencies to support the Senior Director and the broader design team.
• Handle confidential information with the highest level of professionalism and discretion, demonstrating sound judgment in all situations.
• Provide general administrative support as needed, including ordering supplies, managing office space needs, and facilitating team logistics.

Education:

Bachelor’s degree or equivalent experience

About Synergis

The hourly pay rate range for this position is $35.00 to $44.77(dependent on factors including but not limited to client requirements, experience, statutory considerations, and location). Benefits available to full-time employees: medical, dental, vision, disability, life insurance, 401k and commuter benefits.

Synergis is proud to be an Equal Opportunity Employer. We value diversity and do not discriminate on the basis of race, color, ethnicity, national origin, religion, age, gender, gender identity, political affiliation, sexual orientation, marital status, disability, military/veteran status, or any other status protected by applicable law.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the requirements of applicable state and local laws, including but not limited to, the San Francisco Fair Chance Ordinance, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act.

For immediate consideration, please forward your resume to btolley@Synergishr.com.

If you require assistance or an accommodation in the application or employment process, please contact us at btolley@Synergishr.com.

Synergis is a workforce solutions partner serving thousands of businesses and job seekers nationwide. Our digital world has accelerated the need for businesses to build IT ecosystems that enable growth and innovation along with enhancing the Total Experience (TX). Synergis partners with our clients at the intersection of talent and transformation to scale their balanced teams of tech, digital and creative professionals. Learn more about Synergis at www.synergishr.com.