TITLE: Executive Assistant to the Executive Group
POSITION TYPE: Full-time, Temporary, Exempt
COMPANY: Sharks Sports and Entertainment, LLC
LOCATION: San Jose, CA
REPORTS TO: President
Pay Range: The pay range for this role is $100,000 - $120,000 annually.
Actual base pay will be determined based on permissible factors such as transferable skills, work experience, market demands and primary work location. The base pay range provided is subject to change and may be modified in the future.
Position Overview
The Executive Assistant is responsible for providing proactive, accurate, and effective support to the President and the Executive function. This successful candidate will be a highly-organized, problem solver with exceptional communication skills, meticulous attention to detail, and the ability to manage competing demands with judgment, poise, and discretion. This position reports to the President with a dotted line to the Chief of Staff.
This role is both strategic and operational - serving as a trusted gatekeeper, organizational hub, and supportive force who empowers our executives and streamlines information flow. The successful candidate will serve as a trusted administrative partner, providing seamless support to senior leadership and ensuring that schedules, travel, expenses, meetings, and day-to-day executive needs are managed with accuracy and discretion. This individual will have the ability to thrive in a fast-paced, high-profile professional environment and will be exceptionally organized, adaptable, and comfortable managing multiple priorities at once.
The successful candidate is someone who can hit the ground running, anticipate needs before they arise, remain composed when priorities shift, maintain confidentiality, provide white glove service to the organization and VIP guests, navigate ambiguity, support clients with high expectations, and represent the organization with professionalism at all times.
Assignment & Opportunity
This position will begin as a temporary assignment, with the potential for the right candidate to transition into a permanent position based on performance and organizational needs.
The successful candidate will have the opportunity to work closely with senior leadership in a dynamic professional sports and entertainment organization and become an integral part of the executive support group.
Essential Duties and Responsibilities:
Calendar Management
- Manage complex, frequently changing calendars for select executive group members.
- Schedule and coordinate internal and external meetings, calls, appointments, and executive engagements.
- Proactively identify scheduling conflicts and recommend solutions.
- Anticipate executive needs and ensure leaders are prepared for upcoming meetings, events, and commitments.
- Coordinate meeting logistics, agendas, materials, and follow-up as needed.
- Handle sensitive and confidential information with a high degree of discretion.
Travel & Logistics
- Arrange domestic and international business travel, including flights, hotels, ground transportation, and detailed itineraries.
- Manage last-minute travel changes and unexpected logistical needs calmly and efficiently.
- Coordinate travel around games, team events, business meetings, community engagements, and other executive commitments.
- Maintain accurate travel documentation and itineraries.
Expenses
- Process and reconcile executive expenses accurately and in a timely manner using Concur.
- Maintain organized records and receipts and assist with expense reporting.
- Coordinate invoices, payments, and other administrative items as needed.
Executive Group Support
- Assist with executive logistics surrounding games, events, meetings, organizational initiatives, and other high-priority activities.
- Prepare meeting agendas, take meeting notes, and track action items.
- Provide backup and supplemental administrative support to select members of the executive group.
- Partner closely with internal departments and external contacts to coordinate executive priorities.
- Serve as a professional and responsive point of contact on behalf of senior leadership when appropriate.
- Support special projects and organizational initiatives as assigned.
- Assist with executive correspondence, document preparation, and other administrative projects.
Qualifications
- 5+ years of experience required as an Executive Assistant or in a comparable senior administrative role.
- Bachelor’s degree or equivalent experience
- Demonstrated experience supporting C-suite executives, presidents, CEOs, or senior leadership strongly preferred.
- Exceptional calendar management and scheduling skills.
- Strong experience coordinating complex domestic and/or international travel.
- Experience managing executive expenses and expense reporting.
- Excellent written and verbal communication skills.
- Exceptional organizational skills and attention to detail.
- Ability to prioritize effectively and independently in a rapidly changing environment.
- Strong judgment and the ability to handle confidential and sensitive information.
- Professional, polished, approachable, and service-oriented demeanor.
- Proficiency with Microsoft Office suite, Outlook, and willingness and competency to learn new technological systems quickly.
- Ability to build relationships, work, and communicate effectively with executives, colleagues, clients, partners, and external contacts at all levels.
- Ability to anticipate needs, take initiative, and solve problems without constant direction.
- Experience in professional sports, entertainment, hospitality, or another high-volume, high-profile environment is a plus.
Successful Candidate
The successful candidate is:
- Exceptionally organized without being rigid.
- Calm under pressure and comfortable with last-minute changes.
- Proactive and naturally anticipates what an executive will need next.
- Discreet and trustworthy with excellent judgment.
- Demonstrates a high level of professionalism in interactions with executives and stakeholders.
- Highly responsive and comfortable operating with a sense of urgency.
- A strong communicator who can navigate a variety of personalities and situations.
- Resourceful and solutions-oriented, with a “figure it out” mentality.
- Comfortable working in an environment where no two days look exactly alike.
Physical Requirements
- Ability to sit, stand and utilize a computer for extended periods of time
- Communicate via phone and email with a variety of individuals
- Ability to bend at the waist, reach overhead and lift up to 15 lbs with or without accommodation
- Physically navigate stairs and catwalks at SSE facilities during normal work hours and events with or without accommodation
- Ability to work occasional extended hours including nights, weekends, holidays (all with advance notice)
- May be required to travel to other company locations
- May be required to attend conference, events, and training sessions within Bay Area or in- or out-of-state locations.
What We Offer
- Competitive compensation (base salary and variable incentive plan)
- Medical/Dental/Vision/Flexible Spending Accounts (all LGBTQ+ friendly)
- Pretax Transportation Benefit
- 401K (pre-tax and Roth options)
- Generous Paid Time Off
- Minimum of 10 Paid Holidays and Wellness Days per year
- Complimentary or discounted sports and event tickets
- Other League & partner discounts
- Central office location in downtown San Jose at the heart of Silicon Valley; convenient access to Caltrain, VTA, major freeways and free parking
- An inclusive culture which values diversity of background and a passion to improve our SSE’s commitment to change with impact on our community and industry
- Potential for flexible scheduling and telework opportunities
- Access to on-site EV charging stations on non-event days
This position is not eligible for U.S. work authorization sponsorship.
Summary:
Born in 1991, Sharks Sports and Entertainment (“SSE”) has grown into a family of teams, venues, and experiences that includes the San Jose Sharks, San Jose Barracuda, SAP Center, Tech CU Arena, Sharks Ice facilities, and the Sharks Foundation. We’re proud to call the Bay Area home. A place built on big ideas, bold thinking, and the belief that what’s next can be better than what came before.
We believe that too.
Our mission is simple and ambitious: Reimagine Everything in Sports and Entertainment.
We challenge assumptions, rethink what’s possible, and look for better ways to create experiences for our fans and guests, make an impact in our communities, and show up for each other.
We have ambitious goals for where SSE is headed.
Our Teal Standards define how we work together to bring our mission to life. To win as an organization we need to:
WORK AS A TEAM
Rally behind decisions, collaborate across functions, and celebrate each other.
RAISE YOUR GAME
Own your impact and become better every day by challenging the status quo.
CONNECT WITH CANDOR
Build genuine connections through empathy, transparency, and authenticity.
The next chapter of Sharks Sports & Entertainment is being written right now. We’re looking for people who want to help shape it. People ready to bring their ideas to the table, challenge what’s expected, and help build what comes next.
Welcome to Team Teal. Welcome to what’s next.
#TurnItAllTeal
Everyone Belongs on Team Teal
We know great teams are built from different backgrounds, experiences, perspectives, and skills. At Team Teal, we value what makes each person different and believe those differences make us stronger, more innovative, and better equipped to reimagine what’s possible.
We also know talent goes beyond a checklist. If you’re excited about this role but your experience doesn’t align perfectly with every qualification listed, we encourage you to apply.
We’re committed to creating an environment where everyone has the opportunity to contribute, grow, and belong. Please let us know if you require an accommodation during the application or interview process.
Equal Opportunity Employer
Sharks Sports and Entertainment is an equal opportunity employer. We accept our responsibility to make employment decisions without regard to race, religious creed, color, age, sex, sexual orientation, gender identity, gender expression, national origin, marital status, medical condition as defined by state law (genetic characteristics or cancer), physical or mental disability, military service or veterans’ status, pregnancy, childbirth and related medical conditions, genetic information, or any other classification protected by applicable federal, state, and local laws and ordinances.
Notice to Recruiters and Agencies
SSE recruits candidates directly, rather than through third-party recruiters or agencies. Under no circumstances will SSE pay a fee for candidates submitted or presented without a signed recruiting agreement in place between SSE and the recruiter or agency prior to the submittal; any submittal must be for requisition specifically and individually assigned in writing by SSE’s HR department. In the case of candidate(s) submitted or presented to SSE by a recruiter or agency without a signed agreement AND written assignment by SSE Human Resources, SSE explicitly reserves the right to pursue and hire those candidate(s) with no financial obligation to the recruiter or agency