Executive Administrative Assistant

Mimecast is looking to hire an Executive Administrator to support our Engineering leadership team in the Lexington, MA office! This role will provide executive administrative support to Mimecast’s Engineering and Product Leadership Team. You will bring expertise in executing multiple priorities, managing schedules, meeting and conference coordination, and expense management.  In addition, you have mastery in time management, logistics planning, organization, and attention to detail.  

What You’ll Do:

• Effectively manage the calendar of SVP Engineering and Product LT, as appropriate. Must prioritize meetings as directed with the expectation that over time, the you will understand the priorities and initiate autonomously.
• Travel : Book travel for E&P LT in utilizing Mimecast’s procurement processes. Apply critical thinking when booking travel taking into account time zones, flight schedules, time of travel, and how many Mimecasters may be on the same flight.
• Expenses: Complete monthly expense reports for E&P LT in a timely manner. Ensure all receipts are accounted for and accurate.
• Collect and prepare information for use in discussions/meetings of executive staff and outside individuals. Prepare presentation materials and notes for meetings.
• General: Scheduling and organizing activities such as meetings, travel, conferences, meals and other department activities. Responsible for accommodations, travel arrangements and scheduling. Supporting expense report preparation (Concur) and invoice and purchase order management (NetSuite).
• Create, edit, and revise reports, letters, invoices, emails, organizational announcements, presentations and other documents, as needed.
• Business Operations
  • Organization Chart: Maintain accurate organizational chart for the E&P LT Organization. Review regularly, taking into account new roles and reporting structures.
• Maintain accurate records of activity for E&P LT, including, org charts, new hires, leavers, internal transfers in partnership with the E&P LT; Responding to regularly occurring requests for information from internal and external parties.
• Be comfortable setting up virtual conferences (coordinating video and audio conference calls) via Team/Zoom.
• Utilize new, and efficient file-sharing technologies (examples include sharepoint and OneDrive).
• Exhibit a high level of comfort and expertise utilizing MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Liaise with IT/technical support on equipment, and phone networks and help procure laptops, office supplies, office space, etc.
• Manages the procurement process, including researching and processing invoices.
• Communicate in a professional manner to all Mimecast employees as well as external key stakeholders. This includes, but is not limited to, verbal, written, presentation, etc.

What You'll Bring:

• 3-5 years of direct administrative experience for senior leadership
• Bachelor’s degree preferred
• Proficient in Microsoft Word, Excel, PowerPoint and Exchange preferred. Concur and/or NetSuite experience a plus
• Knowledge of the procurement process a plus
• Results oriented, driven with high degree of customer service and relationship building abilities
• Deal well with ambiguity and able to react quickly to unforeseen challenges, schedule changes, etc.
• Diligent, conscientious, and reliable. Illustrating excellent professional judgment
• Prioritize effectively, multi-task and work independently
• Highly collaborative working in teams developing strategies and action plans
• Strong organizational, written/oral communication and interpersonal skills
• Takes initiative and ensure timely follow-up.

DEI Statement

Cybersecurity is a community effort. That’s why we’re committed to building an inclusive, diverse community that celebrates and welcomes everyone – unless they’re a cybercriminal, of course.

We’re proud to be an Equal Opportunity and Affirmative Action Employer, and we’d encourage you to join us whatever your background. We particularly welcome applicants from traditionally underrepresented groups.

We consider everyone equally: your race, age, religion, sexual orientation, gender identity, ability, marital status, nationality, or any other protected characteristic won’t affect your application.

If you require any adjustments or accommodations due to a disability, or any other reason that may help you in your interview process, please let us know by emailing careers@mimecast.com.

Due to certain obligations to our customers, an offer of employment will be subject to your successful completion of applicable background checks, conducted in accordance with local law.