0349 Executive Assistant

Duties:
The Company is excited to pilot a Floating Admin Program and is seeking a Floating Executive Assistant to support the coverage for current assistants during their leaves.
This is a full time position – currently remote – mostly supporting managers and executives working in the PST time zone.
The Floating Executive Assistant requires an ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful, efficient and demonstrating a high level of professionalism and confidentiality.

What are the specific responsibilities of a Floating Admin?
The Floating Admin will need to lean on prior experience to adapt to each role, Leader/Executive, and team they support.

Primary responsibilities include:
Calendaring and schedule management for up to 3.
Adjusting conflicts, responding to incoming requests, aligning calendars with each leader’s priorities.
Managing travel requests (as travel returns) and expenses.
Providing temporary support and onboarding new leaders, tracking onboarding guides and coordinating with the new leader’s manager, talent and their team to set the new leader up for success until appropriate, long term administrative support can be secured.
Providing temporary support for project-related work which, based on assignment, could include preparing reports for quarterly business reviews and working with the leader to create onboarding plans for key team members.
Additionally, managing meeting agendas, note-taking, meeting preparation and follow up, report and resource/database maintenance and hosting office visitors.
Representing the organization to internal and external stakeholders.
Completing other duties and special projects as assigned.

Skills:
5+ years of relevant experience supporting senior level directors and 5+ executives in an administrative capacity.
Previous experience in high growth environment strongly preferred.
Ability to navigate different team assignments and thrive in ambiguity.
Strong work ethic, proactive, exhibits positivity, professionalism, confidentiality and good judgement. Outstanding verbal and written communication.
Ability to deal with conflict as well as give and receive feedback diplomatically.
Incredibly organized and resourceful; able to juggle and multi-task, with an acute attention to detail and follow through.
Presentation skills preferred (Google Docs, Keynote, Excel).
Passion for trying, learning, improving, and sharing best practices.
Ability to remain calm and poised under pressure.

PLEASE NOTE: Our client has mandated COVID-19 vaccination for their workforce, all external personnel providing services to our client are required to comply with this requirement.