Executive Assistant

Job Requisition ID #

Position Overview

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We are hiring an experienced Executive Assistant (EA) to join our Emerging Business team.  As the EA to the VP of Global Emerging Business, you’ll provide administrative support to the VP and be an integral part of his staff.  The EA represents the VP and Emerging Business organization and possesses a customer service approach to all interactions.

The ideal candidate is flexible, enjoys working in a fast-paced environment, prioritizing multiple tasks, and is not afraid of making recommendations to create better ways of working. This position requires initiative, accountability, tact, and independent judgment to proactively address potential problems and ensure an efficiently functioning executive and staff. We are looking for someone who provides administrative support to a senior executive and acts as a liaison, handling details of a confidential and critical nature. Does this resonate with you? We would like to meet you.

You will report to the VP of Emerging Business. This position is a hybrid role, based out of our SF office.

Responsibilities

• Manage, prioritize, and maintain the calendar, including complex calendaring, planning, scheduling, arranging travel, and creating expense reports.  The individual should be proactive about potential scheduling conflicts and have a high degree of accountability and timeliness for all actions and follow-up.  The individual should be highly responsive to inquiries and requests as well as effective at managing expectations with a variety of internal and external stakeholders

• Develop and maintain positive working relationships with staff, internal departments, and outside parties, including high-level contacts of a sensitive nature

• Partner with other EAs to coordinate among executives and manage tradeoffs and prioritization

• Partner closely with the team to align on operating rhythm and cadences for the Emerging Business leadership team

• Schedule, plan and coordinate team events, meetings, and multi-day offsites, including organizing logistics, on-site amenities, and activities

• Maintain email aliases, distribution lists, and shared directories regularly

• Work with Accounts Payable to ensure bills are paid promptly. Serve as point person for departmental purchases on behalf of your executive

• Provide staff meeting support, including preparing agendas, taking notes as needed, and distributing meeting minutes and presentations on occasion.

• Manage ad-hoc projects

The Ideal Candidate

• Proactive, high initiative, and a self-starter

• Comfortable working independently to determine methods and procedures on new assignments, seeking clarity when an obstacle is in your way

• A strong communicator and able to be clear, concise, and convincing in both written and spoken communications

• Understands that a high-functioning team is critical to success

• Reaches out, builds productive working relationships with people across all levels, and takes a customer service orientation when supporting the team

• Can successfully manage multiple priorities—You know how to prioritize multiple projects and responsibilities simultaneously and can communicate your own timeline and workload to your partners

• Trustworthy, collaborative, accountable, discrete, and flexible

Minimum Qualifications

• 4+ years’ experience providing administrative support for senior-level executives

• Prior experience in fast-paced environments that require strong multitasking skills and time management

• Willing to adapt to a rapidly changing environment and new processes and responsibilities

• Proven ability to work under pressure, communicate effectively, and meet deadlines

• Proficient in Microsoft Office Suite, Mac, and Windows operating systems, and related business applications such as Slack, Microsoft Teams, Microsoft SharePoint

• Excellent oral and written English communication skills

• Team player who is results-oriented with strong interpersonal skills

• Ability to trav