Executive Assistant - Engineering
RichRelevance - San Francisco, CA

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We have an exciting Executive Assistant opportunity for a seasoned pro who really understands how to partner with high level executives on all key administrative matters. This role requires a professionally mature individual with excellent organizational skills and enough confidence to be resourceful and accountable. We’re looking for someone with a strong sense of responsibility who can work independently, prioritize well, and anticipate needs. The Executive Assistant will be an integral member of a high-functioning, highly collaborative administrative team. We have a work-hard/play-hard culture that the right candidate will thrive in. Experience supporting high-level executives in a corporate environment is essential.
Executive Assistant

The Executive Assistant is an important role in our office. The EA will provide a full range of administrative support to two executives. If you like variety and thrive in a roll-up-your-sleeves atmosphere, this could be the role for you!

Here’s more about the primary responsibilities:

Executive Support
  • Manage complex calendars
  • Complete expense reports, credit card statement reconciliation, purchase requisitions, and invoice processing
  • Book complex and frequently changing travel itineraries – both domestic and international
  • Perform some personal errands and support
  • Collect, proof, and assemble BOD decks and meeting materials
  • Serve as a trusted confidant for employees and provide feedback to management
  • Provide support to other managers and staff in office as needed
  • Coordinate with other EAs, HR, Finance, and other staff. Provide back-up/vacation support to other EAs as needed.
  • Manage agenda creation, draft minutes, and track action items for weekly departmental meetings

General Administrative Support
  • Full event planning for department off-sites, morale/team building events, social events, team dinners, etc.
  • Monitor department spending and budgets on a monthly basis
  • Assist with department recruiting and candidate management throughout the interview process
  • Manage on-boarding and training schedule for new departmental hires
  • Support and serve as a resource to executives’ direct reports and department staff
  • Contract management and tracking in coordination with General Counsel
  • Pull reports, track, and enter data in Salesforce.com
  • Update and distribute weekly TeamworkPM reports for professional services
  • Tracking and reporting weekly metrics for team executive meetings
  • Maintain records of customer key stats and historical archives

Required Skills and Experience
  • Initiative, accountability, and willingness to do whatever it takes
  • Meticulous attention to detail. It is rare that you miss anything
  • Love of data, numbers, spreadsheets, analysis, and reporting of figures and stats
  • Perfectionist attitude preferred especially where it comes to data, tracking, and reporting
  • Highly developed sense for scheduling that optimizes an executives work style and energy levels throughout the day
  • Experience using Salesforce.com – tracking, reporting, entering data
  • Ability to navigate conflicting and changing priorities with grace
  • Exceptional customer service mindset – across all functional areas and locations
  • Experience supporting executives and teams in remote offices
  • Genuine comfort in a fast paced, rapidly changing environment
  • Demonstrated ability to work independently
  • Creative problem solver
  • Ethics, humility, and integrity
  • Ability to maintain strict confidences around highly sensitive information
  • Ability to manage complex projects on time, accurately, and within budget
  • Ability to travel 10-20% of the time
  • Minimum 5 years Executive Assistant experience supporting senior management, ideally in a start-up environment
  • Bachelor’s degree strongly preferred
  • Exceptional communication and interpersonal skills
  • Excellent computer skills using the entire suite of Microsoft Office products; expert level experience in Outlook, Excel, and Word, advanced level with PowerPoint.
  • Flexibility and willingness to be available during non-business hours when needed.
  • Willing to work over-time as business demands require

RichRelevance - 11 months ago - save job - block
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