Executive Assistant to CEO

Full-time - Executive

Hybrid - Redwood City, CA

Professional, Scientific, and Technical Services

About the position

As Executive Assistant to the CEO, you will be an integral part of our company's system. You will do far more than support the CEO; you will be a true partner in both their and the company's success. You will serve as an extension of Balsam's CEO, acting or making decisions on their behalf. You will utilize your unique insights to prioritize commitments and flex schedules. You will serve as both the hub of the wheel and as a master mechanic, connecting internal team members and external partners to the CEO in the appropriate manner, using your expert judgment and intuition. In your role as EA to the CEO, you will support not just a sliver of Mac, but his full self, including a wide range of professional and personal priorities. This full-time position reports to the Manager of Executive Administration and is expected to work in a hybrid model, which currently includes Monday, Tuesday, and Wednesday in-office. We are looking for people based near Redwood City, Portola Valley, or Menlo Park, California, with the ability to drive and promptly respond to in-person requests as needed.

Responsibilities

• Serve as the first line of support for those needing the CEO. Research, prioritize, and follow up on incoming issues and concerns, including tight timelines and sensitive information.
• Serve as Master Calendar Optimizer. Support the CEO in managing their time and schedule by communicating and prioritizing relentlessly, optimizing their calendars with professional and personal commitments.
• Keep the CEO informed of and prepared for upcoming commitments and responsibilities and follow up appropriately.
• Prioritize conflicting needs; handle matters expeditiously and proactively.
• Serve as liaison for your executive, as needed, with external partners and team members.
• Process written and verbal correspondence on behalf of your executives. E-mail organization as needed.
• Prepare and submit monthly expense reports.
• Anticipate the CEO's needs and proactively address them.
• Identify and resolve potential bottlenecks or conflicts in the CEO's schedule and responsibilities.
• Assist with or coordinate ad hoc special projects, events, and additional executive assistance, as needed.
• Support all facets of complex and detailed global travel, including but not limited to owning logistics, itineraries, meeting agendas, and coordination.
• Assist with various personal projects and tasks (~30% time).

Requirements

• 8+ years of experience assisting senior leaders.
• Relentless drive to pursue excellence, combined with judgment to prioritize against individual and company goals.
• Calendar Jenga skills: a knack for coordinating schedules of very busy people to ensure optimal collaboration time.
• Resourcefulness and adaptability: you are game for a dynamically changing and sometimes ambiguous environment.
• You embrace evolving priorities and shift gears easily and often.
• You work efficiently with minimal guidance.
• You have a unique ability to 'see around corners.' You anticipate needs before they arise and ensure that everyone is as prepared as possible for efficient and successful collaboration.
• The highest level of discretion and confidentiality to handle sensitive information.
• Strong sense of integrity, both internally and externally.
• Continual attention to detail in composing materials, establishing priorities, and meeting deadlines.
• Exceptionally strong organization and time management skills, dependability, and follow-through.
• Strong communication (verbal, written) and interpersonal skills (high EQ!).
• Valid driver's license and proof of insurance (this job may require driving on company time).
• Bachelor's degree preferred.

Benefits

• Competitive compensation, including a cash-based incentive plan; salary is reviewed yearly.
• Comprehensive Medical, Dental, and Vision coverage, with 100% of monthly premiums covered for team members.
• Up to $2,000 annual funding toward HSA accounts.
• Medical, transit, dependent care FSA.
• Infertility coverage offered on all medical plans.
• Generous parental leave program and flexible return options.
• Company-paid life and AD&D insurance.
• Company-paid short and long-term disability insurance.
• 401(k) with dollar-for-dollar company match up to $4,000 per calendar year.
• Employee Assistance Program (EAP) and other mental health and wellness perks.
• Paid holidays, annual shutdown week, PTO, and volunteer time-off (VTO) packages.
• Paid 5-week sabbatical leave after 10 years of employment.
• Annual continuous learning benefit up to $1,000 per person, per fiscal year.
• Up to $300 flexible reimbursement to support setup of new team member's work-from-home environment.
• Generous team member merchandise discount.
• Valuable extras: identity theft protection, subsidized parking, monthly wellness, pet insurance, accident & critical illness insurance.