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Title: Senior Administrative Assistant
Location: Remote-USA
Full time
About the team
The Senior Administrative Assistant position is a great opportunity to work across the business, supporting a VP Design, Rentals, and 2 Sr. Directors of Experience Design. We are looking for a highly organized, dynamic, and flexible great teammate who enjoys a fast-paced environment.
About the role
Successful candidates will possess the ability to multitask, make sensible and timely decisions with limited guidance, have strong attention to detail, and react with appropriate levels of urgency to situations and events that require quick response or turnaround. They will be self-motivated with a strong sense of initiative, possess the ability to anticipate needs, and be a driving force in keeping the leaders and teams organized. They will have experience supporting executives located in different time zones and be comfortable working in a different location than their teammates.
The ideal candidate will also have exceptional verbal and written communication skills and the ability to switch gears at a moment’s notice. High levels of integrity and discretion in handling confidential information is a requirement and a high degree of professionalism in dealing with senior professionals inside and outside the company is required.
- Manages complex schedules & calendaring for multiple leaders based in different time zones
- Effectively prioritize numerous requests and incoming information, ensuring appropriate level of urgency is given to each
- Partners with VP & Sr. Directors as well as other senior leaders and assistants to ensure schedules align with priorities
- Coordinates travel arrangements
- Prepares and submits expense reports
- Assists in meeting planning and any preparation work needed, i.e., logistics, drafting agendas, compiling presentation slides, and broader communication
- Coordinates details of major departmental meetings and/or events; team and morale event planning
- Miscellaneous responsibilities such as ordering and coordinating or setting up food and beverages for larger group/team meetings
- Assists with filing, research, and other administrative duties as needed
- Maintains effective relationships and communications across all departments
- Responsible for small to medium sized projects and possibly programs
This role has been categorized as a Remote position. Remote employees do not have a permanent corporate office workplace and, instead, work from a physical location of their choice which must be identified to the Company. Employees may live in any of the 50 US States, with limited exceptions. In certain cases, an employee in a remote-designated job may need to live in a specific region or time zone to support customers or clients as part of their role.
In California, Colorado, Connecticut, Nevada, New York and Washington the standard base pay range for this role is $34.30 – $54.70 Hourly. This base pay range is specific to California, Colorado, Connecticut, Nevada, New York and Washington and may not be applicable to other locations.
In addition to a competitive base salary this position is also eligible for equity awards based on factors such as experience, performance and location. Actual amounts will vary depending on experience, performance and location.
Who you are
- Minimum 4 years of experience supporting multiple executives simultaneously in a high tech and/or start-up environment
- Comfortable with ambiguity; ability to exercise quick and accurate judgment and maintain confidentiality
- Effective and proactive problem-solver, analyzing all situations thoroughly in order to anticipate problems before they arise
- Enjoy creating and implementing processes & systems to improve efficiencies and communication for executives supported and the broader team
- Ability to multitask, work independently, set priorities, and work under pressure to meet changing deadlines while maintaining quality
- Doesn’t mind last minute changes and can respond to needs quickly without getting frazzled
- Strong attention to detail and excellent organization skills
- Excellent verbal and written communication skills, easygoing attitude, and ability to work well with different personalities
- Advanced knowledge of Slack, Microsoft Office (Outlook, Excel, PowerPoint, and Word), and G Suite (Sheets, Docs, Forms, Slides)
- Must be readily accessible and be able to maximize technology to gain efficiencies with asynchronous work
- May require 25% travel annually
- Available at minimum between the hours of 8am – 3pm PDT
- Flexibility to work around leaders’ schedules highly desired