Entry Level Executive Assistant

Tryfacta, Inc. is seeking a detail-oriented, fast-learning Executive Assistant to support our leadership team at our Pleasanton office. This is an excellent opportunity for a recent graduate looking to build a career in executive support within a fast-paced, growth-stage company.

Responsibilities:

• Manage executive calendars, scheduling, and travel logistics
• Draft, proofread, and organize correspondence and internal documents
• Prepare polished presentations, reports, and meeting materials
• Coordinate meetings, take notes, and track follow-up actions
• Handle sensitive and confidential information with discretion

Requirements:

• Bachelor's degree (recent graduates welcome)
• Expert-level proficiency in Microsoft Outlook, Word, Excel, and PowerPoint — required
• Excellent written and verbal communication skills
• Strong organizational skills and ability to multitask under pressure
• Fast learner, comfortable picking up new tools/processes with minimal training
• Professional demeanor and sound judgment

Section 1 — Microsoft Outlook (Calendar & Email Management)

• Schedule a recurring weekly meeting titled "Leadership Sync " every Monday at 9:00 AM for 30 minutes, inviting three sample attendees of your choice, and set a reminder for 15 minutes prior.
• Draft a professional email (do not send) rescheduling a meeting with an external partner due to an executive's travel conflict. Propose two alternate times.
• Create an Outlook rule or folder structure for organizing incoming email by project (explain or screenshot your approach).

• Section 2 — Microsoft Word (Document Formatting)

• Using the provided rough notes (Appendix A), format a one-page professional meeting agenda with a header, bulleted action items, and a table listing attendee names and roles.
• Insert page numbers and a footer with today's date.
• Use Track Changes to make one edit and show that you can accept/reject a tracked change.

• Section 3 — Microsoft Excel (Data & Formulas)

• Given the sample expense data (Appendix B), build a pivot table summarizing total spend by category.
• Write a formula to flag any expense over $500 (conditional formatting or an IF formula).
• Create a simple bar chart showing monthly totals.

• Section 4 — Microsoft PowerPoint (Executive Presentation Support)

• Clean up the provided messy 3-slide deck (Appendix C): fix inconsistent fonts/colors, align objects, and apply a consistent, professional design.
• Add speaker notes to slide 1 summarizing the key talking point in one sentence.

• Section 5 — Judgment & Prioritization (Short Answer)

• Your executive has three conflicting requests arrive within five minutes of each other: a same-day flight change, a board member asking for the Q3 deck, and a walk-in visitor with no appointment. How do you triage? (3–5 sentences)
• Describe a time you had to learn a new tool or process quickly with no training. What did you do?