Executive Assistant

Skills

About the Role

You will own and manage the CEO's calendar end-to-end, handling proactive scheduling, reprioritization, and conflict resolution, while also offering light, as-needed scheduling support to the broader C-suite. You'll schedule business travel including flights, ground transportation, overnight accommodations and meals for the leaders you support. You'll act as the external contact point, providing phone and email support, screening and following up on calls and voicemails. You'll project manage on-site and off-site meetings and team events, including travel planning, site selection and prep, menus, and attendee logistics. You'll provide general administrative support such as receiving visitors, managing incoming calls, maintaining records, and monitoring executives' inboxes. You'll also handle accounts payable processing and basic accounting tasks, including expense reports and reimbursements, and help with entering and processing approved payments. You'll be trusted with confidential and sensitive information, provide backup office management support, and be available to support executives outside normal business hours as needed.

Requirements

• 2-4 years of experience supporting executives, direct experience supporting C-Suite Leaders preferred
• Strong verbal and written communication skills
• Excellent organizational skills and attention to detail
• Demonstrated ability to manage complex tasks and prioritize competing demands
• Ability to take a straightforward, proactive approach to supporting C-Suite Leaders
• Adept at multitasking in a fast paced, changing environment
• Able to work independently and take initiative with little direction
• Ability to drive and influence change
• High degree of maturity, honesty, trust, and integrity
• Proficiency in G-Suite (Gmail, Docs, Sheets, Slides)
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Must be authorized to work in the U.S.

Responsibilities

• Own and manage the CEO's calendar end-to-end including proactive scheduling, reprioritization, and conflict resolution
• Offer light, as-needed scheduling support to the broader C-suite
• Schedule business travel including flights, ground transportation, overnight accommodations and meals
• Act as the external contact point, providing phone and email support, screening and follow-up on calls and voicemails
• Project manage on and off-site meetings and team events including travel planning, site selection/prep, menus, and logistics
• Receive and interact with visitors
• Answer and manage incoming calls
• Maintain paper and online records
• Monitor and organize executives' inboxes
• Provide other daily support as needed
• Perform accounts payable processing and other basic accounting functions
• Handle expense accounts and reimbursements via Coupa
• Assist with entering and processing approved payments
• Maintain detailed files and records
• Handle confidential and sensitive information
• Provide backup office management support as needed
• Be available to support executives outside of normal business hours as needed

Benefits

• Generous PTO Policy
• 12 Paid Holidays
• Volunteer Time Off
• Paid Parental Leave
• 401k Program
• Wellness and home office/cell phone subsidies
• Health, dental, vision insurance