Executive Assistant

Job Overview

• Genuinely interested in supporting diverse leaders, and collaborating with multiple groups
• A great communicator and able to share information effectively across multiple mediums
• Focused on being a creative, flexible, and positive force when tackling multiple priorities
• Persistent and resourceful when solving problems or addressing challenges

• Execute heavy calendar management using Google Calendar; exercising judgment by filtering and prioritizing competing requests for time
• Assist with Inbox management using GMail: organizing, flagging, and drafting information for Executive(s)
• Complete full scope global travel planning; flights/trains/accommodations/transfers/etc. Are thoughtful and concise meeting scheduling while Executive(s) are on the road, with quick-thinking ability to handle things that don’t go as planned
• Research and compile information and agendas as necessary to ensure Executives’ preparedness for internal and external meetings
• Have global business and cultural awareness, being considerate of time zones and cultural observations/sensitivities
• Are able to organize and attend meetings as requested; take minutes, follow up on action items, and share information with multiple audiences
• Coordinate with multiple departments (e.g., Marketing, Business Solutions, IT, Community Management, etc.) regarding speaking opportunities and engagements
• Assist with recruiting processes; collaborating with People and Talent on behalf of Executive(s)
• Provide PTO coverage for other members of the Executive Operations team; Ability to pivot quickly from one Executive to another; you will be jumping in to support various leaders in a full-scope manner during these times
• Provide event and specialty meeting planning as needed; work as part of a team to handle employee engagement events such as conferences, celebratory events, private dining, offsites, receptions, partner events, etc.
• Maintain a high level of confidentiality at all times
• Constantly strive for and assist with process improvement; have a proactive approach to helping overall effectiveness of Executives and the Executive Operations team
• Draft, proofread, and wordsmith communications and presentations as assigned
• Handle Executives’ personal appointments and tasks as requested (i.e., doctor appointments,  shipping, banking, personal travel, external board meetings, etc.)
• Manage expense tracking and processing for Executives and team members on a monthly basis

• 5-plus years of experience supporting C-Suite Executive(s)
• Strong proficiency in Google Workspace
• Exceptional communication skills; highly responsive and interactive with ability to rapidly process auditory and written information that can be technical or financial in nature
• Knowledge of general business process workflows
• Demonstrable experience in exercising judgment when prioritizing information and scheduling
• Creative, approachable, resourceful, energetic, “can-do” attitude with ability to change direction in a dynamic environment and collaborate across multiple teams
• Extreme attention to detail; ability to prioritize workload and complete multiple tasks in a timely manner
• Flexibility to provide evening and weekend support as needed in addition to support during standard business hours
• Ability to work remotely or in-person and pivot to meet the needs of your Executive(s)
• Some global travel may be required
• Flexibility to adapt to competing and ever-evolving priorities
• Eastern Time Zone is ideal, but willing to be flexible for the right candidate
• Fluency in Spanish or Italian in addition to English, a plus
• Experience with Slack, Fuze, Zoom, Certify great, but not required