Full-Time Executive Assistant

Executive Assistant to support GVP, West Enterprise Sales.

Responsibilities:

1. Calendar and Meeting management: coordinate internal and external meetings, including staff meetings, agency briefings, brown bags, virtual meetings, off-site meetings and events, and one-on-one meetings. Assist with food orders, meeting needs, agenda support and note taking. Proactively manage calendar requests and conflicts.
2. Meeting and interview preparation. Provide agendas, resumes and materials in a timely manner. Apply discipline to ensure agendas clarify context and purpose with senior leaders and participants.
3. Work with recruiting team to schedule candidate interviews, support candidates and interviewers, and ensure candidates are settled in.
4. Handle all domestic and international travel arrangements (flight, hotel, car).
5. Expense management duties, including submitting expense reports and receipts.
6. Provide onboarding support for new hires. Includes space, equipment requests, onboarding meeting scheduling, preparing cube space, and being the admin point of contact.
7. Submit and manage help desk support requests for Sr. Directors.
8. Provide onboarding support for new vendors and agencies, ensuring proper access and enablement.
9. Project work as needed to support team goals.

Qualifications:

• 5+ years of administrative assistant experience
• Proactive and organized work ethic
• Ability to multitask and juggle multiple calendars, teams, and requests
• Flexibility in response to changing priorities
• Ability to drive schedules and agendas with understanding of context
• Strong teamwork and interpersonal skills
• Superior communication skills
• High level of confidentiality and discretion
• Desire to grow and take on projects
• Technical proficiency with Word, Outlook, PowerPoint, Zoom, Concur, BOX, and JV20.

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