Executive Administrative Assistant

Location: Scotts Valley, CA (Hybrid) Universal Audio is looking for an experienced, tech-forward Executive Administrative Assistant local to the Scotts Valley, CA area to join the Office of the CEO. Reporting to the Executive Assistant to the CEO, this role provides high-level administrative and operational support to our executive leadership team. Our executives and teams work in a hybrid environment, so you will keep leaders organized and informed whether they are in the office, working remotely, or traveling, and you will use AI tools daily to draft, summarize, research, and automate routine work. The role requires sound judgment, discretion, and the ability to work independently; the work is generally of a critical or confidential nature. Responsibilities Executive Support Manage complex, fast-changing calendars across time zones; prioritize competing requests, resolve conflicts, and protect focus time. Coordinate virtual, in-person, and hybrid meetings, including video conferencing (Zoom, Google Meet, Teams), conference room setup, and technology facilitation. Arrange domestic and international travel, build detailed itineraries, and prepare and reconcile expense reports. Prepare agendas, briefing documents, presentations, and pre-reads; capture decisions and action items and follow up to closure. Draft, proofread, and format correspondence, reports, and presentations on behalf of executives. Summarize what matters from incoming requests and communications, flag urgent items, and route the rest to the appropriate parties. Serve as part of an EA team, supporting C-level executives, VPs, and Senior Directors, acting as the administrative conduit between cross-functional teams and departments. Conduct research, compile and analyze data, and prepare reports and recommendations for executive review. AI-Enabled Productivity Use generative AI tools (such as Claude, ChatGPT, Gemini, or Copilot) to accelerate drafts, summarize long documents and email threads, and prepare research briefs, reviewing all output for accuracy, tone, and confidentiality. Use AI meeting assistants (such as Read AI or Zoom AI Companion) to transcribe and summarize meetings; edit and distribute accurate notes and action items. Identify repetitive administrative tasks and streamline them with AI and workflow automation. Apply good judgment about what information to share with AI tools and follow Universal Audio’s AI usage and data privacy policies. Supporting a Hybrid Team Plan and run monthly onsite weeks for the executive team: conference rooms, catering, visitor access, team meals, and events so time together is well used. Serve as the in-office point of contact for the executive team and coordinate building access for contractors with Facilities. Keep executives and team members connected and informed, wherever they are working, through shared calendars and clear written updates. Coordinate offsites, all-hands meetings,…