Executive Assistant (contract)

In a nutshell:

IDEO San Francisco / Palo Alto is in search of a contract Executive Assistant who will provide high-level support to two of IDEO’s senior executives, including daily tasks such as scheduling, email management, and travel planning and logistics.

Why is this role important for IDEO’s work?

This role demands an entrepreneurial individual with a high level of discretion, empathy, and self-motivation. Our pace is fast, our processes fluid, and our environment less than traditional. We are a highly networked organization that thrives on relationships, trust, collaboration, and credibility. We are looking for someone who is quick, enthusiastic, and has an extremely high level of detail and organization. He/she will represent IDEO in a spirited and professional manner, both internally and with clients. No two days are alike, and this individual is navigating his/her way through it all with confidence, problem-solving, and, hopefully, a sense of humor. Finally, flexibility, curiosity, and multi-tasking are key given the ever-evolving set of responsibilities.

Once here you will:

See the big picture of our organization while working out the significant details of calendaring, email management and client interactions. Your time-management and coordination skills will leverage your team to help them do the best work possible. Willingness to “jump in” on things around the office is key because each day is different.

What does IDEO offer you?

IDEO is a place unlike any other. It’s a place where you can solve diverse, complex challenges for our clients or the organization, alongside thoughtful, intelligent individuals who lead with curiosity, empathy, and optimism. Sure we work hard, but we also intentionally craft moments that allow our community to pause, create, and connect. We encourage our community to bring their whole selves to work, respect the need for work-life balance, and allow for autonomy in the design process and your career.

Relevant experience and mindset:

  • 5+ years EA experience
  • Balancing and prioritizing daily tasks, such as managing appointments, e-mail, and travel, as well as creating organizational systems
  • Acting as first point of contact and corresponding internally and externally on behalf of the senior leader with appropriate tone, craft and delivery
  • Coordinating client meetings & workshops with a high level of tact and personalized service
  • Actively connecting with other groups throughout IDEO in a way that builds relationships, trust, and credibility
  • Managing the planning & logistics for public speaking engagements
  • Flexible and able to handle unforeseen events/requests with ease and cheerfulness

Pop quiz, Hot Shot:

Tell us about a time when you were in charge of something and it all went horribly wrong. What did you do to get it back on track?

Contract Details:

7-8 months; March - October
Full-time: 40 hours per week

Application requirements and instructions:

Please apply online by uploading your resume and cover letter including your pop quiz question answer.

Equal Opportunity Employer

IDEO is an equal opportunity employer; applicants are considered for all roles without regard to race, color, religious creed, sex, national origin, citizenship status, age, physical or mental disability, sexual orientation, marital, parental, veteran or military status, unfavorable military discharge, or any other status protected by applicable federal, state or local law.