The Role
- Strategic Calendar Management: Expertly manage complex calendars using Google Calendar, including vetting, prioritizing, and proactively offering recommendations to maximize leaders' time and focus.
- Meeting Preparation & Support: Ensure leaders are fully prepared and punctual for all engagements, and contribute actively to leadership meetings by taking comprehensive notes and meticulously tracking action items.
- Stakeholder Coordination: Skillfully coordinate meetings with multiple internal and external stakeholders, navigating complex scheduling demands.
- Travel & Expense Management: Seamlessly arrange domestic and international travel, including detailed itinerary drafting, visa processing, and timely expense report processing. You'll be the go-to for remote logistical support, ensuring smooth journeys for our leaders.
- Project & Task Oversight: Provide critical follow-up and reminders on project deadlines, action items, and deliverables, ensuring timely completion.
- Operational Excellence: Assist with a variety of essential operational tasks, including facility and space planning logistics, and providing valuable feedback on team expenses.
- Event Planning: Play a key role in the planning and coordination of important team gatherings, all-hands meetings, summits, and quarterly business reviews (QBRs).
- Adaptable Support: Master the intricacies of supporting leaders remotely, while also skillfully navigating complex conference room logistics.
- 6-8+ years of administrative experience, with at least 4 years directly supporting a VP-level leader (in any size business) or a Director-level leader (in a global organization).
- Exceptional proficiency with Google Calendar and other productivity tools.
- Experience in a tech company environment is a strong plus, along with comfort in leveraging AI tools for efficiency.
- Proven ability to support multiple leaders concurrently.
- Outstanding communication skills with a demonstrated ability to build strong, collaborative relationships with both internal and external stakeholders.
- A keen ability to prioritize calendars effectively, making sound judgment calls and decisions in rapidly shifting priority environments.
- Demonstrated success working with efficiency and accuracy in a fast-paced, often changing environment.
- A proactive and resourceful approach, taking initiative and ownership over ambiguous tasks and situations with minimal oversight.
- Superior organizational skills with an unwavering attention to detail.
- Experience coordinating complex projects from start to finish.
- Familiarity with budget management principles.
- Unquestionable integrity and ability to handle confidential information with discretion.
- Experience thriving in a complex, matrixed, and global organizational structure.
- A Bachelor's degree or equivalent practical experience.
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