About the position
This role requires being in the office at our Santa Clara location at least two days a week or anytime members of the leadership team are present. This role may involve up to 10-15% travel time. This role will report to the Senior Executive Assistant to the President and Chief Financial Officer, as well as the Chief of Staff. We are seeking a highly skilled and proactive Executive Assistant to join our team and provide essential administrative support to assist our Sr. Executive Assistant in supporting the President and Chief Financial Officer. This position offers the opportunity to work closely with executive leadership while ensuring that the President and CFO's time is optimized, day to day processes run smoothly, and key projects are well-coordinated. The ideal candidate will possess excellent organizational skills, a solid understanding of financial concepts, and demonstrate a high level of confidentiality and professionalism in all aspects of their work.
Responsibilities
- Serve as a backup to the Sr. Executive Assistant to the President and Chief Financial Officer, stepping in when needed to handle administrative tasks such as managing schedules, handling communications, and organizing internal and external meetings.
- Ensure seamless continuity of support in the absence of the Sr. Executive Assistant.
- Maintain consistent communication with all stakeholders to ensure that key tasks are completed and deadlines are met without disruption.
- Help in the preparation and coordination of materials for meetings, presentations, and reports.
- Manage and track ongoing projects, ensuring deadlines are met and relevant materials are prepared.
- Act as a liaison between different departments to ensure alignment and timely execution of initiatives.
- Arrange all travel to ensure consistency within company procedures and support organization in obtaining necessary travel documents including Visa/passport, while maintaining leadership expenses/credit card reconciliation.
- Manage Expense Reports: Oversee the submission and processing of expense reports via Concur, ensuring accuracy and timely approvals.
- Coordinate New Hire Onboarding: Assist internal departments with the setup and execution of onboarding processes for new hires, ensuring a smooth and efficient transition into the company.
- Help organize events, executive offsites, or meetings that involve senior leadership, ensuring logistical details are handled seamlessly.
Requirements
- Experience in leveraging or critically thinking about how to integrate AI into work processes, decision-making, or problem-solving.
- 10+ years experience supporting SVP and/or CxO.
- Highly organized with exceptional communication skills and ability to manage a variety of high priority projects from multiple management and professional levels.
- Desire to grow and take on your own projects.
- Excellent communication skills, both verbal and written.
- Ability to manage multiple tasks simultaneously and prioritize effectively.
- High level of discretion and the ability to handle confidential information.
- Flexibility to shift between supporting the President and Chief Financial Officer, Sr. Executive Assistant, and the Chief of Staff to the President and Chief Financial Officer.
- Proactive problem-solving skills and the ability to think ahead to anticipate needs.
- Professional demeanor and soft-skills.
- Proficient in Zoom, Microsoft Office suite (Word, Excel, PowerPoint, Outlook, Loop), and Concur.
Benefits
- Base pay of $124,700 - $218,300, plus equity (when applicable), variable/incentive compensation and benefits.
- Health plans, including flexible spending accounts.
- 401(k) Plan with company match.
- ESPP, matching donations.
- Flexible time away plan and family leave programs.
