Administrative Assistant (Contract)

Customers trust the Alation Data Intelligence Platform for self-service analytics, cloud transformation, data governance, and AI-ready data, fostering data-driven innovation at scale. With more than $340M in funding – valued at over $1.7 billion and nearly 600 customers, including 40% of the Fortune 100 — Alation helps organizations realize value from data and AI initiatives.

Alation has been recognized in 2024 as one of Inc. Magazine's Best Workplaces for the fifth time, a testament to our commitment to creating an inclusive, innovative, and collaborative environment. 

Collaboration is at the forefront of everything we do. We strive to bring diverse perspectives together and empower each team member to contribute their unique strengths to live out our values each day. These are: Move the Ball, Build for the Long Term, Listen Like You’re Wrong, and Measure Through Customer Impact. 

Joining Alation means being part of a fast-paced, high-growth company where every voice matters, and where we’re shaping the future of data intelligence with AI-ready data. 

Join us on our journey to build a world where data culture thrives and curiosity is celebrated each day!

Job Description:

Alation is seeking an Administrative Assistant to support the day-to-day operations of our Redwood City office, ensuring smooth functionality by handling administrative tasks such as scheduling, supply management, communication coordination, and a bit of event planning. In addition to this, the Administrative Assistant will support Executive Assistants and two executives managing meetings and travel schedules; planning and coordinating all logistical aspects of the daily schedule; and serving as a key administrative liaison between the executive team, internal teams, external customers, and outside professionals. 

This position requires a mature, highly experienced, tech-savvy, confidential, gracious and caring, focused, and accountable executive administrator who brings a strong work ethic and is comfortable working quickly with meticulous attention to detail and follow-through. Previous success in understanding and managing the priorities and time of a super-busy executive is key to this role.

***This 3-4 month contract role requires the individual to be in the office five days a week. The hourly rate will vary based on experience between $50-$60/hr ***

What You'll Do:

• Greet and assist visitors professionally, ensuring a welcoming and positive first impression.

• General administrative responsibilities around our Redwood City office including managing front reception.

• Assist in managing various executive calendars, and plan & schedule internal and external meetings accordingly.

• Ability to juggle through complex schedules and take on last-minute requests; ensuring time is strategically managed.

• Maintain executives’ workflow and keep track of schedules, deadlines, and logistics.

• Assist in tracking and managing various projects, ensuring deadlines are met and stakeholders are informed of progress.

• Correspond/coordinate with high-profile contacts and company executives.

• Prepare expense reports promptly.

• Arrange domestic and international travel.

• Prepare and edit correspondence, reports, and presentations; coordinate all logistics, details, and documents needed for meetings and events.

• Manage multiple tasks and deadlines.

• Has a “can-do” attitude and can think outside the box when problems arise.

• Communicate effectively to internal and external stakeholders.

• Maintain confidentiality at all times.

• Collaborate with other executive assistants and provide backup when needed.

What You’ll Need:

• Bachelor’s degree and/or 2+ years of experience as an administrative assistant supporting multiple senior business executives.

• Highly motivated by being of service and continually striving to exceed expectations.

• Flexible, adaptable, and responsive to business needs that may fluctuate due to events or office functions.

• Startup DNA is a must, as well as experience working in a high-growth company.

• Excellent communication skills, both verbally and in writing.

• A multi-threader – someone who can keep up with a fast pace and