Executive Operations, EPD

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 200,000 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. 

The Executive Assistant will work closely with the Head of Product Services within the Engineering, Product Design, Product Management, and Data (EPDD) organization. This person will be responsible for managing key cross-company strategic initiatives and projects, ensuring that the operations of the Product Services Team runs smoothly, and that the team has strong practices for coordination, execution, communication, and alignment. 

This role serves as the primary partner to Gusto’s Head of Product Services and supports the team as a whole. You will be in a key partnership position, helping to drive Gusto forward and scale. You will also be a part of the EPDD ExecOps community, and partner closely with the EPD ExecOps Team pod.

Here's What We're Looking For:

• Master of ceremonies: strategically partner to prioritize and coordinate the Head of Product Services time. Make sure it aligns with the priorities of the department, plus creating a system of accountability so that the time allocation can evolve and change as needed. The Head of Product Services’ time should be prioritized in an intentional and deliberate way. Ideally as proactively as possible, not reactively. Responsibilities include calendar management, including all internal and external meetings.
• Meeting enabler: organize, attend, and track minutes plus action items with an eye on making every interaction productive and enjoyable. The magic here is in ensuring the right set of follow-up actions are taken, not all of them, and having the relationships in place to follow-up with the stakeholders 1-1 if necessary.
• Special projects: May include research, analysis, presentation preparation, cross-functional company programs, etc. These projects should be executed with quality, but the goal is not to have them become a large percentage of your time. The Product Services team must maintain time flexibility to adapt to the needs of the organization, ideally in a proactive way (not a reactive way).
• Project management: keep multiple teams and projects on track in parallel. Gusto is a 2000+ person organization and how we do planning, and organize x-functional work requires lots of moving parts at times. You will be a key enabler of things moving smoothly, or recognizing when they’re not and making changes to make it smoother.
• Gifted communicator: represent the Head of Product Services well through phone, email, and chat with various internal and external stakeholders.
• 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.
• Travel planner: flights, hotels, transportation, dining, etc. The Head of Product Services at Gusto travels about once a month, so the frequency isn’t very high, but attention to detail will matter to set an example to others.

Work Background:

• 5-10+ years of work experience, with at least 3 years of administrative experience supporting one or more C-Level executives or General Managers of a Division. Ideally, the organization the executive managed was 1,000+ people, and previous EA work involved working with multiple departments in an organization.
• Career EA who loves the profession and wants to stay an EA for the long term.
• Demonstrated ability to own large x-functional projects from end to end, ideally with visibility to an executive team and/or board of directors.
• 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,