Unique and Exciting Leadership Opportunity

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Position:

Executive Assistant

Schedule:

Flexible hybrid, must be based in Bay Area

Attractive Factors:

  • Flexible remote working and PTO
  • Medical, dental and vision (99% covered for employee and dependents)
  • FSA, HSA, Life Insurance and Disability Insurance available free of charge
  • 401K match (100% of first 3%, total of 4.5%)
  • Free lunch and snacks in office
  • Gym in building with complimentary fitness classes + yoga classes
  • Employee education programs. (tax and financial management workshops, continuing education stipend)
  • Commuter benefits
  • $100/mo stipend for phone and internet
  • $500 stipend for office equipment
  • Growth minded company culture and motivated, tight-knit team!

Key Responsibilities:

  • Heavy and complex calendar management to ensure that CEO’s time is effectively managed
  • Coordinate high volume of domestic and international travel arrangements while using independent judgment on priorities
  • Interface with the CEO’s contacts on her behalf, including investors, board members, senior executives, and employees at all levels of the organization
  • Assist CEO with high-level personal tasks such as filling prescriptions, coordinating events, and booking travel arrangements (including pet travel accommodations)
  • Lead and manage special projects on behalf of the CEO as they arise
  • Provide input and suggestions for continuous improvements in processes, culture, client experience, and other areas
  • Inform CEO of any pending problems, issues or concerns and proactively resolve or recommend solutions
  • Ensure CEO is prepared for all meetings and events, and assist with preparation of presentation materials in a logical organized way; keep CEO on track on a daily basis
  • Find new and efficient ways to create and maintain systems and processes to help maximize CEO’s time
  • Act as leader, role model and mentor to other administrative professionals
  • Support internal and external event-related activities as needed, including researching venues, organizing catering, managing invite lists, and other related items.
  • Adhere to all related regulatory and privacy requirements
  • Perform other duties & responsibilities as required or assigned

Top Keys for Client:

  • 5+ years of Executive Assistant experience supporting C-Level Executives
  • Bachelor’s Degree strongly preferred
  • Experience interacting with high-level Executives and diverse individuals
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Excellent organizational and critical thinking skills with strong attention to detail and the ability to address multiple priorities and deadlines
  • Excellent intuition and judgment as you are an extension of the CEO
  • Excellent communication skills and comfort drafting emails, talking points for speeches, etc.
  • Superior working knowledge of the G-suite and Microsoft Office suite of products with an advanced understanding of Word, PowerPoint, and Outlook
  • Ability to discern between information to determine underlying issues, urgency of requests and impact of information provided
  • Willingness to learn new things and ability to grasp new concepts quickly
  • Must possess the ability to demonstrate a high level of professionalism and confidentiality.
  • Extremely flexible and enthusiastic about change. Positive attitude and ability to maintain composure under stress.
  • Excellent time management skills
  • Flexibility in a fast-paced, ever-changing environment
  • Excellent judgment and tact when dealing with sensitive issues/situations and the ability to maintain confidentiality

JOB ID: GIS2022L1

Build a Relationship

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We have been retained by several prominent Silicon Valley Executives seeking Executive Personal Assistants. The successful candidate will have previous experience managing complex international travel, personal and professional calendars, managing executive’s inboxes and writing emails on their behalf, and developing protocols for growing businesses.

This individual will also have 360° oversight for the overall care and maintenance of homes, development of household systems, ensuring consistent service levels for all residences, managing capital projects and household budgets, and planning an executing events.

 

KEY RESPONSIBILITIES
  • Heavy scheduling and calendaring
  • Help executive with time management/efficiency
  • Help with special business projects
  • Household maintenance
  • Manage meetings and events
  • Manage travel including air and ground transportation, hotel reservations, security, visas and other travel documentation
  • Schedule business and private meetings
  • Book dinner reservations
  • Coordinate house maintenance
  • Get gifts for occasions
  • Manage personal calendars
REQUIREMENTS
  •  Excellent written and verbal English communication skills
  • A sincere willingness to help out
  • Detail oriented and organized
  • Able to take feedback
  • Highly communicative and demonstrates exceptional follow through
  • Ability to anticipate needs/forward thinking
  • Creative problem solver
  • Event coordination and creative event planning experience
  • Experience handling finances
  • Maintain the confidentiality of highly sensitive material with tact and professionalism

Job ID: GIS2021AX