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Open nowPosted 5 hours ago

Executive Assistant - Office of the CEO

Fictiv97 open roles

Pay
$110,000 – $125,000 a year
Where
Oakland, CA Office
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Your applicationOpen nowExecutive Assistant - Office of the CEOFictiv · Oakland, CA Office

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The clock on this job

Early applications get read.

13.9% of postings close within 7 days. Measured by our own scanner across the market. Fictiv postings stay open a median of 59 days.

Share of postings closed within
  1. 2.2%1 day
  2. 4.7%3 days
  3. 13.9%7 days
  4. 22.4%14 days
  5. 38.1%30 days
  6. 59.0%60 days
This job: posted 5 hours ago

Fictiv median: 59 days open

The posting

About MISUMI Americas

MISUMI Americas, a division of MISUMI Group, is a leading provider of standard, configurable, and custom manufacturing solutions. By integrating a vast catalog of components with a world-class digital manufacturing platform, MISUMI Americas empowers engineers and procurement teams to accelerate innovation across the entire product lifecycle. With operations in the San Francisco Bay Area and Chicago, the company serves as a vital partner for the most innovative companies in the Americas.

Impact In This Role

The Executive Assistant is the operational engine behind the President & CEO’s day. This person owns the calendar, travel and inbox so the President & CEO can focus on the highest priorities, and handles scheduling requests from across the company. The role also prepares itineraries for multi-day trips and events involving the President & CEO, and supports company events.

The role sits in the Office of the CEO team and reports to the Chief of Staff, while serving as executive assistant to the President & CEO. Because the role sees very sensitive information, discretion is essential.

What You’ll Be Doing

Executive & Calendar Support

  • Own President & CEO's calendar end-to-end — complex scheduling, prioritization, and proactive management of conflicts across multiple time zones
  • Anticipate scheduling needs before they arise; protect time for high-priority work and thinking
  • Prepare President & CEO for meetings with relevant context, briefings, and materials
  • Manage high-volume email; draft correspondence, flag action items, and ensure timely follow-through
  • Coordinate and manage complex meeting cadences across the Executive Leadership Team and extended leadership organization, including agenda preparation, pre-read distribution, and post-meeting action item tracking to ensure decisions are captured and followed through
  • Coordinate closely with the Chief of Staff to align on priorities and ensure nothing is missed

Travel Planning & Logistics

  • Plan and book complex domestic and international travel — flights, hotels, ground transport, visas — often on short notice with changing itineraries
  • Travel with President & CEO on select high-priority trips to provide on-the-ground support
  • Build detailed travel itineraries and anticipate logistics at every step
  • Manage travel expenses and reconcile reports accurately and on time

Meeting & Event Coordination

  • Coordinate executive leadership team meetings and offsites, including gathering agendas, logistics, and tracking follow-ups
  • Support All Hands meetings and company-wide events — managing AV, Zoom, run of show, and speaker coordination
  • Manage conference room calendars and troubleshoot tech issues in real time

Administrative & Special Projects

  • Maintain and update critical documentation, expense reports, and organizational records
  • Support confidential projects with the highest level of discretion
  • Assist with external relations, executive outreach, and stakeholder communications as needed
  • Take on special projects at the direction of President & CEO and the Chief of Staff

Please note: All employees are expected to maintain and contribute to the QMS.

Desired Traits

  • 5+ years of executive assistant experience, ideally supporting a C-suite executive in a fast-paced tech or startup environment
  • Discreet and trustworthy: handles sensitive personal and professional information with complete professionalism
  • Exceptionally organized, with a bias toward systems and proactive planning
  • Clear communicator, written and verbal, who can represent the President & CEO's voice when needed
  • Calm under pressure and decisive when priorities change
  • Comfortable managing up: keeps a busy executive on track without overstepping
  • Tech-driven: proficient with Microsoft Teams, Google Workspace, Slack, Zoom and travel booking platforms, picks up new tools quickly, and uses AI to support and improve workflows
  • Resourceful and self-directed: finds solutions before problems become visible
  • Able to work on site with the Office of the CEO team
  • Japanese language proficiency is a plus, but not required

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Primarily office-based work with prolonged computer use.
  • Occasionally lifts event materials of up to 25 lbs.
  • Up to 25% domestic and international travel to support the President & CEO on select trips and to support company events.

Perks and Benefits

  • Competitive medical, dental, and vision insurance
  • 401K plan
  • Parental leave programs
  • Paid volunteer days
  • And much, much more!

Salary Range: $110,000 to $125,000 per year, depending upon experience

Interested in learning more? We look forward to hearing from you soon.

We’re actively seeking teammates who:

  • Bring diverse perspectives and experience to our culture and company.
  • Excel at being part of a strong, empathetic team.
  • Thrive in an environment emphasizing respect, honesty, collaboration, and growth.
  • Have an ‘always learning’ mindset that celebrates learning, not just wins.
  • Help us continue to build a world-class organization that values the contributions of all of our teammates

We encourage applications from members of underrepresented groups, including but not limited to women, members of the LGBTQ community, people of color, people with disabilities, and veterans.

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