Executive Assistant

A bit about you
As we continue to build out our Global People Operations team, we are looking to bring on an Executive Assistant to serve as a trusted partner to our Senior Leadership team. This role will report to the Sr. Manager of People Operations (while this may change as the team continues to expand). The role currently has the opportunity to work partially remote. You will need to be in the office at a minimum of twice per week. 

You will:

EA Duties: 

•  Serve as the gatekeeper and support administrative needs for 4-person Senior Leadership (Executive) team by managing their calendars/schedules while coordinating and scheduling virtual and in-person meetings
•  Manage, balance and coordinate extensive travel needs for the Senior Leadership team which includes both domestic and international travel
•  Schedule and coordinate Board meetings 
•  Track, maintain and prepare Senior Leadership expense reports
•  Assist with miscellaneous special projects or duties as assigned

 Office Management Duties:

•  Oversee and support all administrative duties in the office and ensure that the Sunnyvale office is operating smoothly
•  Manage office budget
•  Coordinate group lunches via Grubhub 
•  Manage office supplies inventory and place orders as necessary
•  Receive and sort incoming mail and deliveries, and manage outgoing mail
•  Maintain a safe, clean, organized, and well-stocked office
•  Maintain conference room bookings, manage the rooms, and provide food/drink, as required
•  Assist with office layout planning and office moves
•  Assist with on-boarding of new employees
•  Assist visitors with hotel bookings, accessing the office, setting up visitor badges and ordering lunch 
•  Develop office policies and procedures, and ensure they are implemented appropriately
•  Scan and deposit incoming checks for the Finance department
•  Identify opportunities for process and office management improvements, and design and implement new systems
•  Participate and assist with leading employee engagement activities and initiatives 
•  Provide other administrative support as necessary

You are:

•  Detail-oriented—the little things matter 
•  Organized and have demonstrated the ability to prioritize and deliver timely work and support
•  A team player and not afraid to roll up your sleeves and help out when/where needed
•  Self-sufficient and not afraid to take the lead and manage tasks independently
•  Understanding of the fact that we are a global, unified company and flexible when it comes to meetings or other company gatherings that may be outside your lived-in time zone
•  Coachable and open to feedback
•  Respectful—we treat each other with respect and assume the best of one another
•  Not afraid to have fun! 

You have:

•  6 years of relevant experience in a professional office environment, or customer service role
•  The ability to multitask, work under stressful conditions, and meet deadlines
•  Strong interpersonal skills
•  Excellent written and verbal communication skills
•  Ability to thrive in a fast pace setting
•  A willingness and ability to help others
•  A reliable source of transportation