Administrative Assistant

Company Overview

Docusign brings agreements to life. Over 1.5 million customers and more than a billion people in over 180 countries use Docusign solutions to accelerate the process of doing business and simplify people’s lives. With intelligent agreement management, Docusign unleashes business-critical data that is trapped inside of documents. Until now, these were disconnected from business systems of record, costing businesses time, money, and opportunity. Using Docusign’s Intelligent Agreement Management platform, companies can create, commit, and manage agreements with solutions created by the #1 company in e-signature and contract lifecycle management (CLM).

What you'll do

We are looking for a dynamic and hardworking Administrative Assistant to join our People team. This role supports the VP of HR Planning & Operations, People Strategy, Systems & Compliance within the team. You will also provide designated back-up support to the other admins on an ad-hoc basis.

 

As an Administrative Assistant, you will play a pivotal role, not only in keeping the organization running smoothly and efficiently, but inspiring morale and team building. Our ideal candidate is highly organized, proactive, and collaborative with a can-do attitude. Using your exceptional communication skills and multitasking abilities, you'll effectively help optimize your executives’ time and create value for the organization.

 

This position is an individual contributor role reporting to the Lead Executive Assistant.

 

Responsibility

• Manage and optimize the executive's complex calendar across multiple time zones, proactively scheduling key meetings, allocating focus time, and anticipating potential conflicts

• Prepare and process departmental paperwork, including non-routine correspondence, presentations, contracts, and detailed reports; review and edit for grammar, style, and formatting

• Manage complex international travel arrangements, anticipating needs and optimizing itineraries, and ensure timely and accurate expense report submission

• Manage and track the departmental T&E budget, proactively identifying potential budget variances and providing insights to the executive

• Coordinate all logistics for meetings (on-site and virtual), including agenda preparation, material distribution, and follow-up on action items

• Manage and maintain key communication channels, ensuring timely and efficient flow of information within the team and and with external stakeholders

• Support the onboarding of new members of the team

• Provide both routine and non-routine administrative support to management and/or department, handling a high volume of competing administrative task requests that require professional discernment on appropriate urgency/prioritization to complete, including conference registrations, managing technical- and facilities-related issues, ordering office supplies, and other tasks as needed

• Have a "self-starter" mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and company as a whole

• Handle details of a confidential and critical nature

• Track programs such as recognition, awards, celebrations, etc

• Partner with other Admins across the People Team, providing backup support as needed

• Support the executive in managing small projects related to team initiatives, including tracking progress and ensuring deadlines are met

• Act as a trusted gatekeeper, screening inquiries and requests to optimize the executive's time and ensuring confidential information is handled with discretion

• Support the preparation of presentation materials for candidate debriefs and leadership updates

• Identify opportunities to streamline administrative processes, implement best practices, and enhance efficiency within the team

Job Designation

Hybrid: Employee divides their time between in-office and remote work. Access to an office location is required. (Frequency: Minimum 2 days per week; may vary by team but will be weekly in-office expectation)

 

Positions at Docusign are assigned a job designation of either In Office, Hybrid or Remote and are specific to the role/job. Preferred job designations are not guaranteed when changing positions within Docusign. Docusign reserves the right to change a position's job designation depending on business needs and as permitted by local law.

What you bring

Basic

• 2+ years of experience in an administrative support role
• Experience supporting 100+ employee organizations
• Experience with purchase order, f