Senior Executive Assistant

📋 Description

• Anticipate the needs of the Executive and take proactive steps to meet them, including the preparation of meeting materials, briefing documents, and agenda items ahead of time.

• Track deadlines and follow up on action items, ensuring tasks are completed on schedule and facilitating effective decision-making.

• Guarantee that agendas and essential documents/materials are provided 24 hours prior to any scheduled meeting without exceptions.

• Efficiently manage the Executive's calendar, including scheduling, prioritizing appointments, and coordinating all internal and external meetings.

• Attend meetings as necessary, focusing on enhancing organizational efficiency.

• Oversee travel arrangements, encompassing flights, hotels, car rentals, reimbursements, and more.

• Collaborate closely with administrative personnel and the Chief of Staff to continually optimize meetings and streamline team workflows across the organization.

• Provide support to multiple Senior Executive staff members.

• Handle general calls and emails for the main office and warmly welcome visitors.

• Keep the Executive team informed on pertinent news and information by distributing announcements, newsletters, and similar communications.

• Offer support across teams such as marketing, sales, human resources, and operations for special projects.

• Organize company events, including social gatherings, professional development, and business development activities.

• Manage, process, and review expenses for executives and their direct reports as necessary.

• Collaborate efficiently and consistently with other members of the Executive Assistant team and cross-functional partners throughout the organization.

• Schedule both internal and external meetings with various cross-functional partners.

• Coordinate meetings across different time zones.

• Respond promptly and take action on a high volume of Slack messages and emails with urgency and professionalism.

• Outline and distribute meeting agendas, facilitate meetings, and manage follow-up actions after meetings.

• Perform other duties as assigned.

⛳️ Requirements

• A minimum of 7 years of experience supporting multiple Senior Executives.

• Proficient in executive scheduling, team coordination, and adaptable environments.

• Proven track record of demonstrating a high level of initiative and professionalism.

• Excellent time management and problem-solving skills, with the ability to prioritize tasks effectively.

• Exceptional written and verbal communication skills, with meticulous attention to detail.

• Strong organizational abilities with the capability to define and undertake new responsibilities.

• Ability to manage highly confidential information with discretion and professionalism.

• Experience with Google Suite is required.

🏝️ Benefits

• A comprehensive healthcare package that includes medical, dental, vision, life, and disability plans. Domestic partners who have lived together for at least one year are also eligible to participate.

• Health Savings and Flexible Spending Healthcare and Dependent Care Accounts are available.

• Robust retirement benefits, including an immediately vested employer safe harbor match.

• Generous paid parental leave along with a structured phased return to work.

• A flexible vacation policy in addition to paid company holidays.

• A Total Wellness Program offering a variety of resources for overall wellbeing.