Executive Assistant

The Executive Assistant is an administrative business partner to the Engineering Team. 

Duties and Responsibilities:

• Be a trusted business partner to SVP level leaders and their VP teams. 
• Serve as a liaison to others, both within and outside the department and/or company.
  • Point of contact for any visiting associates from our global locations. Assist with travel, meeting arrangement, catering, product samples, room needs, etc.
  • Point of contact for vendor visits, assist with their needs, meetings, catering, product samples, room needs.
• Time management: Manage multiple, complex and hectic day to day calendars with competing priorities ensuring the executives time and focus is on critical product and strategic matters. Be flexible as we are asked to handle urgent scheduling requests for the business almost daily.
• Collaborate closely with the Executive Assistant team to synchronize and schedule executive-level priority meetings, product executive debriefs and reviews, team and cross-functional project meetings. Maintain and re-balance cadence of all meetings.
• Carry out special projects and assignments from coordination and planning to execution.
• Prepare/manage the following: Concur expense report review and approval, presentations, announcements, team requests, Coupa PO creation/completion.
• Travel management: Recognize the importance of accuracy when planning and arranging domestic and international travel. This includes travel visas, car service arrangements, hotel accommodations, meal/restaurant reservations, meeting logistics/agenda preparations as well as working with our global team to make any arrangements needed when they arrive. Execute changes along the way ie: flight changes, cancelations etc.
• Order lunches through caterers/local vendors and plan other meeting details.
• Assist HR, Facilities and IT with new hire requests and seating plans.
• Assist with office organization.
• Be cognizant of hours for our overseas locations with regards to planning/coordination/requests.
• Be available after hours and for last minute requests.

Qualifications:

• Bachelor’s Degree or at least 5 years of Executive Assistant work experience.
• Must be self-confident, diplomatic, and able to anticipate/handle unexpected situations. Comfortable with deadline pressures, managing multiple demands for critical deliverables and not afraid to interrupt meetings to get time sensitive information or keep Executives on track.
• Strong attention to detail and accuracy/integrity of data required.
• Must be able to set priorities and juggle several tasks within a fast-paced, deadline driven environment with a positive attitude.
• A highly motivated and self-directed individual with excellent verbal and written communication skills.
• Must have excellent interpersonal and organizational skills.
• Advanced proficiency in Microsoft Office Applications; specifically PowerPoint, Word and Excel.
• Able to anticipate and/or identify and resolve problems in a timely manner including on nights and weekends.
• Excellent judgement and ability to handle confidential and delicate matters.
• Able to work in a team environment and occasionally work a flexible schedule.