Administrative Assistant

Role Overview

• Executive calendar and meeting management – maintain multiple executives’ complex calendars, coordinate meetings, conference rooms, catering and other logistics as necessary.
• Be responsive to key external and internal partners, with contact outside normal business hours for time-sensitive situations (e.g., sales deal cycles, customer meetings & speaking appearances).
• Arrange corporate travel and meetings by developing itineraries and agendas, booking transportation and arranging hotels and meeting rooms – domestic & international.
• Process business expense reimbursement requests, invoices, and manage POs.
• Ad-hoc requests to support the team, including All Hands planning, offsite event planning/coordination, external meetings, escorting guests onsite & team building activities.
• Work across many internal groups including, exec comms/PR, event coordinators, research/engineering, product, marketing, legal, strategy & ops.
• Lead certain strategic and operational projects for the team, e.g., planning and prioritization from an organizational standpoint, cross-org calendars, resource allocation, managing meeting decision follow-ups, partner with finance on BU spend management, etc.
• Participate or lead special projects, as appropriate.
• Coordinate assistance with office space, equipment, software, office-related matters, and events.
• Be onsite, in office regularly and able to assist with in person needs and tasks.
• Ability to travel occasionally to provide on-site support at team offsite events.
• Manage team access to shared databases (SharePoint, Wiki, etc).
• Regularly collaborate with cross-functional Administrative & Executive Assistants.

Requirements

• 5+ years of experience as Administrative Assistant within a high-tech organization
• Advanced proficiency in Microsoft Office (Outlook, OneNote, Word, Excel, PowerPoint, and Teams), Slack, and familiarity with Concur or other expense-reporting software
• Ability to remain flexible, embrace change and manage uncertainty, all while thriving in fast-paced environment
• Time management skills with excellent planning and organizational capabilities and the ability to carefully review details and ensure accuracy
• Demonstrated capacity to work autonomously, handle complex assignments, and show initiative and follow-through
• Great teammate with strong interpersonal skills, develops & preserves positive relationships across org(s)
• Able to apply the utmost discretion when dealing with sensitive and confidential material.

Benefits

• Health insurance
• Retirement plans
• Paid time off
• Flexible work arrangements
• Professional development opportunities