Executive Assistant

About the position

XPRIZE is an established global leader in designing and executing large-scale competitions to solve humanity’s greatest challenges. As a 501(c)3, our unique model democratizes innovation by incentivizing crowd-sourced, scientifically viable solutions to create a more equitable and abundant future for all. Since our founding in 1994, we’ve awarded over $300M in prize purses, inspired thousands of global innovators, and collaborated with the most forward-thinking changemakers of our time. We operate across 7 areas of impact, including Climate & Energy, Biodiversity & Conservation, Food, Water & Waste, Quantum & Deep Tech, Space & Exploration, Learning, Innovation & Society, and Health. Join XPRIZE to help empower humanity to achieve breakthroughs and architect a more equitable and abundant future for all.

Responsibilities

• Provide high-level, hands-on administration and support to high ranking members of the Foundation including the Chief Financial Officer, Executive Vice President of the Health domain, Chief People Officer, and Chief Technology Officer.
• Work with each Executive to determine calendaring support needs.
• Coordinate with Executive team members to align calendars and organize meetings.
• Communicate internally and externally regarding scheduling availability as needed with Executive and work teams.
• Manage a heavy calendar, including scheduling and coordinating calls and meetings.
• Handle email responses with both internal and external stakeholders.
• Understand meeting objectives and prioritize frequently changing business needs and key stakeholder demands.
• Ensure Executive team members have all necessary and pertinent meeting participant details.
• Provide updates to any changes in meeting participation prior to start time.
• Determine with Executive team members if changes require rescheduling.
• Work with the Executive team to determine which meetings the EA will attend.
• Take meeting notes, capture deliverables, and report back to the supported Executives.
• Update the Foundation Collaboration Calendar to track any out-of-office occurrences.
• Coordinate frequent domestic and international travel including airfare, hotel, and ground transportation.
• Process expense reports and oversee expense report filing.
• Manage Purchase Order process from creation to payment.
• Order meals as necessary.
• Prepare Google Slides/PowerPoint presentations as needed.
• Prepare correspondence including memos, emails, and other communiques for a varied audience.
• Assist with special projects as assigned.

Requirements

• 3-5 years of experience supporting multiple C-level Executives.
• 1+ years experience using Google Suite of tools.
• 2+ years experience using MS Office Suite.
• Minimum 1 year experience supporting Executives in different time zones and locations.
• Exceptional organizational abilities and high level of attention to detail.
• Experience working with modern remote-office technologies (Zoom, Slack, Asana, etc.).
• Exceptional time management skills, with the ability to consistently prioritize tasks and manage deadlines with minimal supervision.
• Proven listening, writing and communication skills across various platforms.
• Maintain absolute confidentiality internally and externally.
• Demonstrated maturity and emotional intelligence to handle sensitive matters.
• Anticipate needs and quickly adapt to changes as they arise.
• Ability to multitask, work with conflicting deadlines, manage a heavy calendar, and make adjustments on the spot.
• Self-starter who takes a proactive approach to solve problems.
• Personable, professional and calm demeanor; displays grace under pressure.
• Patience, flexibility, and a good sense of humor.
• Willingness to think and act creatively.

Benefits

• Compensation of $33.00/hour to $38.00/hour.
• Annual incentive eligibility.
• Extensive benefits package.
• Generous paid time off including vacation, sick, and holidays.