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 strategic, proactive, organized, dependable, flexible and people-driven Administrative Assistant, to support two Vice Presidents within the COO organization. You'll assume a wide range of internal, day-to-day responsibilities as well as external customer- and partner-facing tasks, all of which will require coordination, prioritization, confidentiality, proactive communication skills, and a high EQ. Using your exceptional strategic and critical thinking skills, as well as your focused multitasking capabilities, you'll effectively and independently help to manage the executive’s time, while proactively future-planning, in order to make the team as efficient as possible and ensure smooth day-to-day business operations for the broader organization.

 

This position is an individual contributor role reporting to the Vice President, Customer Success Strategy & Operations.

 

Responsibility

• Perform administrative tasks for the Vice President(s)s within the COO organization including but not limited to calendar management, expenses, preparing meeting materials, presentations and other collateral, arranging international and domestic travel

• Manage VP's calendar, prioritizing meetings by working proactively with VP on what is important, what can wait, and their preferences as well as flexibility to negotiate with new priorities for VPs under short notice

• Arrange and coordinate medium-to-large onsite/offsite/virtual meetings, liaising with other departments as needed for event execution support, while helping to drive agenda, content, speakers and follow-up items

• Act as back-up to other Executive and Administrative Assistants in the COO organization as needed

• Assist with San Francisco based COO team needs and logistics as necessary by working closely with the Executive Assistant to the COO

• Arrange and coordinate logistics for customer meetings, conferences and other events as necessary including both internal and external participants

• Attend and participate in staff meetings, and other business meetings, as needed, so as to build an understanding of business priorities

• Conduct new vendor and purchasing requests, as needed, following through to ensure prompt processing, approvals and payments

• Build and maintain cross-functional and cross-company relationships and leverage such relationships to execute all tasks efficiently and with the best interest of the department, company and customers in mind

• Perform other administrative related functions, delegated or assigned

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

• Bachelor’s degree or equivalent experience
• 2+ years of administrative assistant work supporting VP-level executives or higher

Preferred

• 3+ years of experience assisting multiple executives in a Saas company
• Thrives in an unstructured environment with minimal direction
• Able to manage multiple executives with different working styles
• Experience working at a rapidly-growing company
• Experience and demonstrated success managing multiple priorities while working in remote environments and/or with remote executives
• Strong computer and software skills (Google apps, Zoom, Concur, Word, Excel)
• Excellent organization, attention to detail and ability to context switch between tasks and topics
• High level of integrity
• Excellent communication skills