Administrative Assistant

$60,000 - $75,000/Yr

Whatfix (Quicko Technosoft Labs Pvt Ltd.) - San Jose, CA

Full-time - Entry Level

San Jose, CA

501-1,000 employees

Professional, Scientific, and Technical Services

About the position

The Administrative Assistant at Whatfix plays a crucial role in supporting the VP of Product Marketing, Global Head of Product Design & UX Research, and Global Head of Account Management. This position requires a highly organized and proactive individual who can manage multiple tasks across different time zones, ensuring effective communication and coordination within the team. The role involves calendar management, travel arrangements, and maintaining records of meetings, all while fostering a collaborative work environment.

Responsibilities

• Organizes all meetings, including team meetings and customer/internal business partner meetings across international time zones (60%)
• Manages travel itineraries (20%)
• Builds and maintains records of all meeting requests and closes out all requests in a timely manner
• Manages offsite meetings, events, and programs of the VP and their staff
• Ensures all meeting invites have the appropriate details for effective meetings
• Works with VPs managing over 1000+ people in customer-facing roles
• Supports a high-growth company and preferably directly supports an executive staff member
• Oversees office duties and operations within the office (20%)

Requirements

• 1-2 years of experience supporting multiple Executives or Founders, preferably across different time zones
• High attention to detail, organization, and process abilities
• Strong calendaring skills (Gmail and Google Calendar experience mandatory)
• Strong teamwork skills and ability to offer suggestions and improvements to processes
• Strong relationship management skills and ability to build a personal network throughout the company
• Ability to communicate clearly and effectively with senior leaders and external partners
• Exceptional organizational skills and strong attention to detail
• Superior written, verbal, and oral communication skills
• Ability to maintain a high degree of confidentiality
• Proficient in Apple products, Google, and Slack
• Ability to organize a priority-based daily workload
• Ability to meet deadlines in a fast-paced environment
• Proactive approach to problem-solving with strong decision-making skills
• Goal-driven individual looking to make an impact in a growing organization

Nice-to-haves

• Experience in a high-growth company
• Experience working with executives in a customer-facing environment

Benefits

• Uncapped incentives
• Equity plan
• Mac shop, work with the newest technologies
• Unlimited PTO policy
• Paid maternity leave
• Monthly cell phone stipend
• Paid UberEats lunches daily
• Medical, Dental, and Vision coverage (Whatfix pays 80% of the premium for individuals and their families)
• Learning and Development benefits
• Team and company outings