Executive Assistant

Overview

Job Description

Responsibilities

• - Comprehensive, executive-level support for 2 or more executives
• - Exceptional travel booking and troubleshooting skills; on-call when an assigned executive team member is traveling
• - Inbox management
• - Liaise and schedule meetings with internal and external stakeholders, such as internal employees, strategic partners, media and customers, while also handling sensitive information with discretion
• - Work cross functionally with other team members and build strategic partnerships
• - Partner with respective executives to ensure their time is effectively optimized
• - Provide back-up support for any administrative team member that may be out due to PTO, including the EA to the CEO
• - Maintain a perfect track record when it comes to handling confidential information
• - Manage information flow in a timely and accurate manner
• - Assist with the onboarding of executive new hires for your respective teams
• - Work closely with your execs, IT and HR to ensure new hires are set up for success
• - Be regularly available as a ''new hire buddy'' and go-to resource
• - Help create and maintain processes and standards; always looking for improvement opportunities
• - Assist executives with note-taking, action item tracking in meetings and managing logistics
• - Set up conferences, meetings, team offsites, etc.; both virtual and onsite when needed
• - Available to start early or stay late when events/issues call for it (e.g. company events, travel delays)
• - Open to travel domestically and internationally when needed
• - Adhoc projects and requests as assigned

Required Skills

• - 5+ years experience providing executive administrative support to Sr. VP levels and or above, across functions and timezones
• - High level of discretion, professionalism and integrity
• - Excellent oral and written communication skills, with a high degree of diplomacy
• - Previous experience & strong calendaring skills using Gmail and Google Calendar in a work environment
• - Problem solving skills
• - Experience working with other executive assistants in a high-functioning, fast paced environment
• - Ability to anticipate the needs of the executive team
• - Demonstrated ability to book domestic and international travel (Navan experience preferred, but not required)
• - Ability to prioritize, focus and organize your workload each day
• - Familiarity with Audio Visual conferencing/event tools such as Zoom (preferred), and or Microsoft Teams)
• - Heavy multi-tasker (email, instant messaging, calendaring, project management, etc)
• - Ability to plan internal and external offsites, and travel when needed
• - Ability to demonstrate a methodical and effective approach to projects and deadlines; proactively communicating progress along the way
• - Solid time management skills
• - Self-motivated and able to work both collaboratively and independently
• - Eager to share knowledge and build awareness; teamwork driven
• - Has a growth mindset; improvement oriented
• - Active driver''s license
• - Valid US passport

Benefits

• - Freedom & flexibility; fit your work around your life
• - Designated quarterly Whaleness Days
• - Home office setup; we want you comfortable while you work
• - 16 weeks of paid Parental leave
• - Technology stipend equivalent to $100 net/month
• - PTO plan that encourages you to take time to do the things you enjoy
• - Quarterly, company-wide hackathons
• - Training stipend for conferences, courses and classes
• - Equity; we are a growing start-up and want all employees to have a share in the success of the company
• - Docker Swag
• - Medical benefits, retirement and holidays vary by country