Administrative Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Provide comprehensive, hands-on administrative assistance to senior executives within the Foundation.

• Oversee executive calendars, coordinating and scheduling calls and meetings.

• Communicate both internally and externally regarding availability for scheduling.

• Manage email responses with stakeholders, both internal and external.

• Coordinate logistics for meetings and participant details.

• Provide updates concerning any changes in meetings and assess the need for rescheduling.

• Attend specified meetings, take notes, document deliverables, and report back to executives.

• Update the Foundation Collaboration Calendar with out-of-office events.

• Coordinate frequent travel arrangements, both domestic and international, including flights, accommodations, and ground transport.

• Arrange meal orders as required.

• Collaborate with supported teams and other executive/administrative assistants.

• Prepare presentations using Google Slides and PowerPoint.

• Draft memos, emails, and various correspondence.

• Complete special projects as assigned.

⛳️ Requirements

• 3-5 years of experience providing support to multiple C-level executives.

• Over 1 year of experience utilizing the Google Suite of tools.

• At least 2 years of experience with the MS Office Suite.

• Minimum of 1 year supporting executives across different time zones and locations.

• Outstanding organizational skills and meticulous attention to detail.

• Familiarity with modern remote-office technologies, including Zoom, Slack, and Asana.

• Exceptional time management capabilities and the ability to prioritize tasks while meeting deadlines with minimal oversight.

• Proven listening, writing, and communication skills across various platforms.

• Ability to maintain complete confidentiality on internal and external matters.

• Demonstrated maturity and emotional intelligence to navigate, direct, and resolve sensitive issues.

• Capacity to anticipate needs and adapt swiftly to changes.

• Ability to multitask, manage conflicting deadlines, and oversee a busy calendar.

• Independent and proactive in problem-solving.

• Personable, professional, and composed demeanor.

• Patience, flexibility, creativity, and a sense of humor.

• Must reside and work full-time within the United States.

• Must possess authorization to work in the United States.

🏝️ Benefits

• Remote-first work environment.

• Quarterly company-sponsored All-Hands meetings in Los Angeles for regular in-person collaboration.

• Medical, dental, and vision options for employees and their dependents.

• 401(K) program with employer matching contributions.

• Generous paid time off, encompassing vacation, floating holidays, sick days, and company-observed holidays.

• Employee Assistance Program offering confidential, professional support.

• Employee stipends/reimbursements for cell phone, internet, health & wellbeing, and professional development.

• Generous Paid Parental Leave for all employees welcoming a new child.

• One meeting-free block each week and four focus weeks annually for uninterrupted strategic initiatives.

• Eligibility for annual incentives.