Description:
Provides support and assistance to executives that ensure effective use of time and productive interactions with staff and the public. Handles a wide range of administrative and executive support-related tasks involving the clerical, administrative function, research, and management roles. Responsible for schedule management, office management, communication liaison, information preparation, company records management, data analysis, and representing the executive to others. Handles confidential information and communications. Quickly learns and works with company operations and procedures. Uses discretion and judgement and knowledge of organization to facilitate the executive's activities.
Hybrid work schedule: Onsite in our San Francisco office 3 days/week. Tuesday and Thursday are required with the 3rd day to be decided between the candidate and the manager. Occasional travel to Mountain View or other cities may be required several times per year.
Responsibilities
- Manage departmental executives’ calendars Interact cross-functionally with department, employees, vendors or customers in need of meeting with departmental leaders
- Prior experience in supporting entrepreneurial leaders in a fast-paced environment a plus.
- Coordinate domestic and international travel
- Schedule and coordinate meetings and daily schedule for self and executives
- Provide timely response to emails, voice-mails, and written correspondence on behalf of managers
- Event planning to support large meetings, off-sites and team motivation events
- Effectively organize and maintain the business environment for department/manager
- Handle details of a highly confidential and critical nature
- Successfully plans and executes on-boarding for employees
- Prepare and track both executive expense reports and purchase orders
- Preparation and tracking of purchase orders
Qualifications
- Bachelor's degree or equivalent experience
- 3+ years working as an Executive Administrative for a large enterprise/global company
- Experience supporting C-Level senior staff members.
- Ability to exercise complete discretion and handle highly confidential information with 100% integrity.
- Tech savvy
- Excellent verbal and written communication skills including the ability to communicate with all levels of the organization.
- Advanced Outlook calendar management is critical.
- Advanced Word, Excel, PowerPoint) and Google Drive (Sheets, Documents, Slides)
- Slack Concur, Coupa (or similar PO system) a plus
- Self-starter with proven time management skills and the ability to prioritize and handle multiple tasks and work in a fast-paced environment.
- Travel planning and coordination.
- Event planning to include support for large meetings, off-sites, and team motivation events.
- Experience working in a fast-paced environment while providing excellent service
