Administrative Assistant

About Gusto

Gusto is a modern, online people platform that helps small businesses take care of their teams. On top of full-service payroll, Gusto offers health insurance, 401(k)s, expert HR, and team management tools. Today, Gusto offices in Denver, San Francisco, and New York serve more than 300,000 businesses nationwide.

Our mission is to create a world where work empowers a better life, and it starts right here at Gusto. That’s why we’re committed to building a collaborative and inclusive workplace, both physically and virtually. Learn more about our Total Rewards philosophy. 

About the Role:

The Administrative Assistant will work closely with leaders within the Engineering, Product Design, Product Management, and Data (EPDD) organization. This person will be responsible for managing multiple calendars across our leadership team, coordinating with other members of the ExecOps team, booking travel, and event support. 

This role serves as the primary partner to the senior ExecOps Partners within Gusto’s People Platform organization and helps to support the team as a whole. You will be in a key partnership and coordination position, helping to drive Gusto forward and scale. You will also be a part of the EPDD ExecOps community, and partner closely with the entire ExecOps team. This role reports to the ExecOps EPDD People Platform pod lead. 

Here’s what we're looking for:

• Calendar support: Strategically partner with Platform and App leads to maintain calendars that are purposeful and free of conflicts.
• Meeting enabler: Schedule and coordinate meetings both internally and externally as requested by the People Platform leads. 
• Travel planner: Booking and arranging flights, hotels, and transportation for the Platform and App leads. 
• Event support: Booking reservations, creating and ordering swag, and supporting onsite/offsite events. 
• Gifted communicator: Communicates clearly both verbally and in writing with the leads being supported and peers within the ExecOps team. 
• Culture carrier and community builder: Embody Gusto Values while planning team off-sites, team-building events, and connecting the dots between different parts of the Gusto organization.
• Relationship builder: You’ll be getting to know hundreds of Gusties across the organization, as well as many external individuals. Creating meaningful and memorable interactions should be natural to you, and something that is a source of excitement.

Work Background:

• 3+ years of work experience, with at least 2 years of administrative experience supporting three or more VP-Level executives or General Managers of a Division. Ideally, the previous administrative work involved working with multiple departments in an organization, heavy coordination, arranging travel, and coordinating events.
• Demonstrated ability to manage multiple, competing requests promptly. 
• Experience organizing (in-person, remote, and hybrid) team events with ~50 Gusties, such as an executive offsite.
• Demonstrated ability to organize complex travel schedules with many moving parts, including multiple briefings in one day, managing multiple stakeholders, etc.
• Experience supporting scheduling with external parties is a plus.
• Experience collaborating cross functionally and internally with fellow ExecOps partners.

Characteristics & Skill set:

• Organized and detail-oriented. Able to prioritize multiple assignments and stay calm under pressure, creating order out of chaos. The attention to detail bias must be an intrinsic mindset, and it will be connected to a strong desire to optimize and make things better. The ideal candidate will derive tremendous joy from improving something and crafting the details. You should have an allergic reaction to inefficiency.
• Structured Thinking, Structured Mindset. Must have developed a highly structured and efficient means of managing one’s own time, plus have the ability to explain this structure. The foundation should be based on intentional and deliberate prioritization.
• Intellectual curiosity to discover new ways to make things better. This should manifest as a character trait and include a compulsion to improve things, find new ways of doing things, and drive a desire for lifelong learning. When facing a complex situation, your bias should be to break it down into bite-sized components. Relentless optimization and improvement drives you to learn new things and power