Executive Assistant

Job Description

RESPONSIBILITIES:

• Full management of Chief Revenue Officer and SVP calendars - Manage their daily schedules, coordinate logistics for all meetings, both internal and external, being proactive about conflicts and understanding priorities.
• Act as a gatekeeper for the CPTO, screening slacks, emails, and other communications to determine what requires immediate attention and what can wait.
• Coordinate domestic and international travel, process expense reports and assist with management of budget for travel and events.
• Assist the CPTO in managing the rhythm of the business in close partnership with the Executive leadership and Product Leadership teams. This includes: owning meeting agenda, taking notes and following up on action items
• Attend meetings and take minutes as needed.
• Schedule and coordinate logistics for conferences and special events (both onsite & offsite).
• Acts as a liaison and trusted partner for assigned executives relaying and exchanging information with others including: senior leaders and other cross functional organizations or colleagues.
• Anticipate the Executive’s needs and proactively assemble the appropriate people and resources to solve problems as independently as possible. Bring forth new ideas and solutions to help scale processes and more order to busy teams.
• Field and funnel incoming requests; exercise strong judgment and discretion with highly confidential information.
• Lead, drive and execute on various team events, socials, offsite meetings, etc.
• Work cross-functionally to ensure communication is efficient and clear between teams.
• Meet deadlines by maintaining an organized approach, knowing how to prioritize and coordinate multiple work activities in a fast paced environment.
• As a team player, provides backup support for other Executive and Administrative Assistants and helps the team work efficiently together.
• Partner with Chief of Staff for Chief Product and Technology Officer and projects and tasks that support the Product & Technology organization.

QUALIFICATIONS:

• Based in Austin area, hybrid schedule, 3 days in office minimum
• Bachelor's degree in business administration, communication, or a related field.
• A minimum of 5-8 years work experience in the capacity of an Executive Assistant supporting multiple executives.
• Familiar with the expectation of complete confidentiality on all business matters.
• Proven ability to actively manage projects in a fast-moving, high pressure environment.
• Flexibility working independently or partnering with a variety of teams.
• Flexibility to support (when needed) during out of office hours.
• Ability to be flexible in response to changing priorities and needs.
• Experience with web-based scheduling and collaboration tools.
• Experience with arrangement of complex schedules and logistics, at times, across multiple time zones.
• Ability to work on multiple projects, lead priorities and accurately set expectations.
• Excellent time management skills and attention to detail.
• Strong communication, planning, organizational and analytical skills.
• Ability to quickly learn new tools and technologies; Interest and experience in using technology and the Internet to improve work efficiency.
• Excellent verbal and written communication skills - Ability to effectively communicate and collaborate with a diverse range of people and job functions.
• Ability to remain energetic and positive in a fast-paced and demanding environment.
• Entrepreneurial spirit and desire for constant improvement. A forward thinker.
• Excellent common sense and ability to make appropriate judgment calls autonomously.
• Dedicated with the ability to anticipate next steps.
• Works well with a variety of personalities; embraces teamwork.
• Proficient working with Google Workspace/Docs and Microsoft Office Suite.

Strengths you will need in this job:

• Adaptable – have demonstrated flexibility in the face of change.
• Organized - have good time, space and task management skills.
• Proactive - has the ability to foresee problems and prevent them by taking action.
• Growth Mindset - has resilience and desire to learn as the company and organization evolve and scale.