Executive Assistant, Sales & GTM

Are you excited to take on the diverse set of responsibilities in a growing startup, supporting the executive team?

Reporting directly to our Vice President for Flywheel, the Executive Assistant - Sales & GTM will support the VP Flywheel, VP Sales, and VP Technical Strategy with calendaring, travel coordination, and customer relations. They will anticipate needs, clear obstacles, and identify opportunities to take ownership of tasks and projects.

Collaborative Robotics is a team of innovators and builders redefining the future of human-robot interaction. We are working to realize a world where robots are a trusted extension of your surroundings. They work, adapt, and react around you. Not the other way around.

This role is remote-friendly, with preference for Pittsburgh, Boston, and Denver areas, or onsite at our Seattle, WA office or Santa Clara, CA headquarters.

Key Responsibilities:

• Meeting Preparation & Support
• Developing slides and other content based on inputs and notes
• Preparing and distributing meeting agendas and follow-ups
• Recording sessions and sharing slides as required
• For external meetings, develop dossier of participants and objectives
• For in-person meetings, tracking parking lot items and assignments
• Calendar and Schedule Management
• Scheduling and managing meetings, appointments, and events
• Coordinating and prioritizing commitments to ensure efficient time management
• Addressing scheduling conflicts and rescheduling as needed
• Understanding proper prioritization of inbound meeting requests against previously scheduled events
• Travel Coordination
• Understanding executive travel preferences
• Booking all aspects of domestic and international travel, including flights, accommodations, and transportation
• Ensuring all travel is added to calendars with ample time for transportation to and from locations
• Preparing travel itineraries for extended trips
• Expense Management
• Gathering and submitting travel expenses, including obtaining receipts where necessary
• Submitting other work related expenses
• Reminding executive of potential expenses that may have been overlooked during travel
• Event Planning
• Organizing team events, client meetings, business development dinners and entertainment, or conferences
• Coordinating logistics for large-scale gatherings
• Relationships Management
• Building, maintaining, and growing relationships with other employees, customers, and peers
• Understanding intricacies of relationships with executives and supporting as needed
• Email Support
• Ghost writing emails and other correspondence based on input or best judgement
• Editing emails produced by the executive prior to submission

Minimum Qualifications: 

• 2+ years in advanced executive assistant position at the senior management level
• Must have supported multiple executives concurrently.
• Able to take initiative with minimal direction.
• Ability to work independently and exercise sound judgment when making decisions within the framework of corporate policy, seeking consultation as needed.
• Strong verbal and written communication and interpersonal skills with the demonstrated ability to work with internal and external individuals at all levels.
• Must have experience working in a fast paced work environment with the ability to multitask and perform efficiently; self-starter.
• Attention to detail and follow-through in executing administrative responsibilities.
• Project management, process design, or related skills.
• Ability to build relationships and work in a hybrid-remote team environment.
• High level of professionalism, and discretion.
• Proactive, thoughtful approach to problem solving.
• Strong work ethic and willingness to take ownership for wide-ranging responsibilities.
• Experience with heavy calendar management and travel booking.
• Capable of comprehending, prioritizing, and executing multiple initiatives while achieving the desired outcome on time.
• Enjoy working in a collaborative and dynamic start-up environment as part of a small team.
• Proficiency with Google Suite required.
• Willing to occasionally travel.
• Must have and maintain US citizenship or permanent residency.

Preferred Qualifications:

• Bachelor’s Degree preferred.
• Extensive experience providing senior level administrative support to executives with proven aptitude to manage numerous confidential documents and issues on behalf of an executive.