Executive Assistant

About Our Client

Our client is a remote-first organization with employees across Europe, APAC, and the Americas, focused on simplifying the lives of developers who are building world-changing applications. The company experienced significant revenue growth last year. Join them for a rewarding journey!

About The Role

Our Client is looking for a candidate whose background demonstrates diverse experience in delivering high-level administrative support, whether that be calendaring in an ever-changing environment, event planning and onsite support, or providing coverage when another member of the team is unavailable. The ideal candidate realizes uniformity and processes are essential and help guide the company as it rapidly scales.

Responsibilities

• Comprehensive, executive-level support for 2 or more executives.
• Exceptional travel booking and troubleshooting skills; on-call when an assigned executive team member is traveling.
• Inbox management.
• Liaise and schedule meetings with internal and external stakeholders, such as internal employees, strategic partners, media, and customers, while also handling sensitive information with discretion.
• Work cross-functionally with other team members and build strategic partnerships.
• Partner with respective executives to ensure their time is effectively optimized.
• Provide back-up support for any administrative team member that may be out due to PTO, including the EA to the CEO.
• Maintain a perfect track record when it comes to handling confidential information.
• Manage information flow in a timely and accurate manner.
• Assist with the onboarding of executive new hires for your respective teams. Work closely with your execs, IT, and HR to ensure new hires are set up for success. Be regularly available as a “new hire buddy” and go-to resource.
• Help create and maintain processes and standards; always looking for improvement opportunities.
• Assist executives with note-taking, action item tracking in meetings, and managing logistics.
• Set up conferences, meetings, team offsites, etc.; both virtual and onsite when needed. Available to start early or stay late when events/issues call for it (e.g., company events, travel delays).
• Open to travel domestically and internationally when needed.
• Ad-hoc projects and requests as assigned.

Qualifications

• 5+ years experience providing executive administrative support to Sr. VP levels and or above, across functions and timezones.
• High level of discretion, professionalism, and integrity.
• Excellent oral and written communication skills, with a high degree of diplomacy.
• Previous experience & strong calendaring skills using Gmail and Google Calendar in a work environment.
• Problem-solving skills.
• Experience working with other executive assistants in a high-functioning, fast-paced environment.
• Ability to anticipate the needs of the executive team.
• Demonstrated ability to book domestic and international travel (Navan experience preferred, but not required).
• Ability to prioritize, focus, and organize your workload each day.
• Familiarity with Audio-Visual conferencing/event tools such as Zoom (preferred) and or Microsoft Teams).
• Heavy multi-tasker (email, instant messaging, calendaring, project management, etc.)
• Ability to plan internal and external offsites and travel when needed.
• Ability to demonstrate a methodical and effective approach to projects and deadlines; proactively communicating progress along the way.
• Solid time management skills.
• Self-motivated and able to work both collaboratively and independently.
• Eager to share knowledge and build awareness; teamwork driven.
• Has a growth mindset; improvement oriented.
• Active driver’s license.
• Valid US passport.

What to expect in the first 30 days:

• You will be welcomed with a first-class onboarding experience that includes equipment set up, learning and development opportunities to help you grow both professionally and personally, along with an introduction to your role, responsibilities, and expectations.
• You will be assigned a buddy or mentor to provide support and answer questions during the initial weeks.
• Regular check-ins with your manager to gauge progress, address any concerns, and ongoing support.
• Conduct 1:1s with key stakeholders.
• Relationship building will be facilitated with others to broaden your understanding of the company's operations and to help build a network of connections.
• Consume background context and content on key company initiatives.
• Cross-functional introductions to internal key stakeholders.

What to expect in the first 90 days:

• You will have connected with all cross-functional teams and key stakeholders and established a relationship with each.
• You have a complete understanding of your role and expectations, along with the needs/requirements from the executives you’re supporting.
• You will have an understanding of the company's mission, vision, values, and strategy.
• You will have an understanding of the tools and best practices needed to be successful in your role.
• You will have little to no supervision in your role.

What to expect in the first year:

• You will be confident in your role and have the ability to fully immerse yourself in it.
• You will be an indispensable asset to the company as a whole. Help ensure the company scales by enhancing productivity, enabling efficient communication, and ensuring the protection of and enable the most effective use of the executive’s time.
• Be a culture leader!

Executive Assistant New Hire Outcomes

1. Increased Efficiency and Productivity: Enable executives to focus on high-priority tasks and strategic decision-making.
2. Enhanced Communication: Serve as gatekeepers, manage emails (if needed and by request only), and ensure that important communications are promptly addressed.
3. Flexibility and Adaptability: Manage unexpected situations, changes in priorities, and shifting deadlines, allowing executives to be more flexible and adaptive in their work.
4. Team Collaboration: Facilitate better communication and collaboration by managing schedules, coordinating meetings, and ensuring that everyone is on the same page.
5. Skill Diversity: Bring unique skills and experiences to the team, enhancing the overall skill set available for various tasks and challenges.
6. Collaboration and Support: Foster collaboration and the ability to provide mutual support. Share insights, best practices, and help one another solve problems.

Perks (for Full-Time Employees Only)

• Freedom & flexibility; fit your work around your life
• Designated quarterly "Whaleness" Days (company specific reference removed, keeping content)
• Home office setup; we want you comfortable while you work
• 16 weeks of paid Parental leave
• Technology stipend equivalent to $100 net/month
• PTO plan that encourages you to take time to do the things you enjoy
• Quarterly, company-wide hackathons
• Training stipend for conferences, courses, and classes
• Equity; the company is a growing start-up and wants all employees to have a share in the success of the company
• Company Swag (company specific reference removed)
• Medical benefits, retirement, and holidays vary by country

Compensation

$110.4K – $138K • Offers Equity

Due to the remote nature of this role, they are unable to provide visa sponsorship.