Executive Assistant - 1:1 Senior Leadership support

Job Description

Join the team redefining how the world experiences design.

Hello, g'day, mabuhay, kia ora, 你好, hallo, vítejte!

Thanks for stopping by. We know job hunting can be a little time consuming and you're probably keen to find out what's on offer, so we'll get straight to the point.

Where and how you can work

Our flagship office is in Sydney, Australia, but we've made our way from down under, to a hub in San Francisco, which is now home to our US operations. We offer flexibility in how and where you work. We trust our Canvanauts to choose the balance that empowers them and their team to achieve their goals. To undertake this role you will need to be based in California, if outside of San Francisco.

What you’d be doing in this role

As Canva scales change continues to be part of our DNA. But we like to think that's all part of the fun. So this will give you the flavour of the type of things you'll be working on when you start, but this will likely evolve.

At Canva we call our Executive Assistants, Admin Business Partners, and we are currently looking to hire a number of folks to support our US based leaders, who lead some of our key global corporate functions such as; Legal, Finance and Sales. The roles focus on 1:1 leadership support and will see you impacting some of our busiest leaders at Canva.

As an Admin Business Partner (ABP) to a Canva Leader, your role is to partner with our leaders to support their day-to-day administration and operations and ensure they’re able to focus on key strategy and business complexities, and are ultimately set up for success. A great Admin Business Partner clears the way for a Lead and their team to be highly productive, organised and to navigate changing complexity at speed.

At the moment, this role is focused on:

• Time management: You'll create clarity to chaos by ensuring our Leaders time is used effectively through strategic calendar management, coordinating meetings and tracking a large volume of action items and follow ups. You’ll navigate complex and often changing priorities at speed – knowing where to prioritise, make decisions and how best to quickly collaborate with multiple team members across the globe.
• Meeting preparation: You'll prepare for meetings by coordinating and assisting in building any materials and research such as; prep decks, presentations, speaker notes and all at audiences ranging from direct teams, Canva wide employees and external events.
• Travel planning: You'll plan for travel by managing both logistical travel arrangements as well as trip itineraries, and all the details needed for both domestic and international travel. These folks lead larger, global teams and will travel frequently.
• General administration:  You'll help out with a wide range of tasks as they come up including expenses, documentation and any other ad hoc requests. As you grow in the role they’ll be opportunities to lean in on other projects and initiatives, working with multiple groups around Canva.
• Team activities: You'll lean in to support the organisation of season openers, group wide off-sites, celebrations and gifts, ensuring everyone is empowered to do the best work of their life and having the best time doing it.
• Be a Real People Person: You’ll build strong relationships with key stakeholders within the company, this will be critical to ensuring that there is the right two-way visibility between the team and the business. 
• Own the day to day: You'll be making sure that the lead's time is spent in the most impactful areas by triaging meeting requests, owning the inbox and flow of requests and running meetings effectively.

You're probably a match if;

• You have experience empowering a leader through strong administrative support, can demonstrate clear impact to their day to day capacity and focus and love approaching diary tetris with a strategic mindset, knowing how impactful a well planned out calendar can be.
• You have experience working in a tech company, supporting busy leaders in either Legal, Sales or Finance focused teams (ideal, but not essential).
• You’re a team player with excellent communication skills and high emotional intelligence. You love building and maintaining relationships with key stakeholders around the business. 
• You’re a quick learner, and comfortable in a fast paced and ambiguous environment. You’re always looking for new ways to make things more efficient and solving problems in scalable ways making sure things get done the smart way not the hard way.
• You're a great listener, seeking to understand what has been tried in the past and how we can continue to improve our ways of working.
• You’ve got great attention to detail, you’re highly organised and are com