Executive Assistant /Event Planner (San Francisco)

At Timescale, we empower businesses with real-time insights from their data, allowing them to make faster decisions and optimize operations. We are creating a movement to unblock developers who are building the future. Timescale is a product-led growth organization driven by transparent leaders and a globally diverse, remote-first team that is proudly building a modern PostgreSQL cloud platform.

As an Executive Assistant to the CEO and Event Planner at Timescale🐯, you will provide administrative support directly to our CEO, Ajay Kulkarni, along with other key stakeholders, and organize company and team events! We are looking for a hands-on, detail-oriented professional with experience fostering strong relationships with executives, vendors, sponsors, and venues to ensure smooth collaboration and successful events.

You'll succeed at Timescale if you are scrappy, strive to get things done, and are passionate about making every day interactions and events for employees and customers amazing and memorable! 

Although Timescale is primarily a remote organization, this posting is only considering candidates based in the San Francisco Bay area to work in a hybrid environment, approximately 1 day per week, to work with Ajay and other key stakeholders in person (Generally Thursdays). 

What you will be responsible for in this role: 

• Provide support to the CEO, including managing schedules, arranging meetings, handling correspondence, and prioritizing tasks.

• Act as a liaison between the executive team and internal/external stakeholders, effectively managing communications and requests.

• Plan, coordinate, and execute domestic and international company events, including team offsites, board meetings, and all-company gatherings, ensuring seamless logistics and engagement across locations.

• Take ownership of event projects from conception to completion, ensuring seamless execution within deadlines.

• Manage each event within budget constraints, prioritizing cost-effectiveness without compromising on quality or value.

• Communicate event details and updates effectively to all stakeholders, including executives, employees, and external partners.

• Oversee event promotion and communication to ensure maximum participation and engagement.

• Handle confidential information with discretion and maintain the highest level of professionalism in all interactions.

• Identify areas for improvement in event processes and implement enhancements to streamline workflows and increase efficiency.

You could be a great fit if you: 

• ​Have 5+ years of experience in executive assistance and event planning​

• Have supported a CEO or high-level executive at a growing tech start-up 

• You have planned on-site events for 50+ individuals requiring international travel, hotel accommodations, catering, etc. 

• Are proficient in all aspects of event planning, including budgeting, venue selection, vendor negotiation, logistics coordination, and post-event evaluation​

• ​Understand budgeting principles to create and manage event budgets effectively, monitor expenses, and ensure cost-control measures are in place​

• Exhibit meticulous attention to detail and can effectively manage multiple projects simultaneously, prioritize tasks, set timelines, allocate resources, and ensure timely delivery of results.

• ​Possess strong organizational skills to manage calendars, schedules, emails, and other administrative tasks efficiently, with proficiency in office software such as Google Workspace​

• ​Demonstrate strong interpersonal skills to build positive relationships with executives, colleagues, vendors, and other stakeholders, and can work collaboratively in a team-oriented environment​.

• ​Exhibit strong problem-solving abilities to anticipate potential issues, identify solutions, and resolve challenges that may arise before, during, or after events​

You might not be a great fit if: 

• You’re not detail-oriented

• You aren't comfortable with a fast-paced, dynamic environment where priorities can shift quickly. 

• You prefer a highly structured role with clearly defined tasks and responsibilities.

• You're not a self-starter who thrives on taking initiative and ownership. 

Compensation

Timescale offers a competitive compensation package, including a base salary and comprehensive benefits for all full-time contract employees. The estimated salary range for this role is $130,000 – $150,000.

These ranges may be modified in the future.

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