Executive Assistant to the CEO

REMOTE

Pittsburgh, Pennsylvania, United States

Full time

Description

Are you a driven, detail-oriented professional with a passion for problem-solving and collaboration? At Level, we are seeking an exceptional Executive Assistant to join our diverse team and make a significant impact on our growth. In this integral role, you will work closely with our CEO and be immersed in our vibrant community of innovative, creative, and dedicated marketers. Together, we will shape our success and bring our agency’s vision to life.

As Executive Assistant, you will be at the core of our organization, playing a crucial part in driving our achievements. You will have the opportunity to collaborate with our CEO and a dynamic team of marketing professionals, assuming responsibility for vital tasks and contributing to strategic decision-making. The salary range for this position is $45 – 85K.

Requirements

Essential Functions:

• Manage and maintain the CEO’s calendar, including coordinating and scheduling internal and external meetings
• Ensure clear and efficient communication between the CEO and staff members
• Attend meetings and/or listen to recordings to capture next steps, action items, and key insights
• Convert handwritten notes to digital format, ensuring exceptional attention to detail
• Conduct research, analysis, and summaries on various topics and ideas
• Assist with travel booking, coordination, and expense reporting
• Handle confidential information with discretion
• Manage expenses and create expense reports
• Organize and maintain files and documents in a systematic and accessible manner
• Collaborate with other members of the team to support the CEO’s initiatives and projects

Competencies:

• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• Proficiency in both Mac and PC environments; quick learner of new technology
• Experience with personal knowledge management (PKM) systems a plus
• Ability to work independently and take initiative
• Honesty, trustworthiness, and a positive growth mindset

Education and Experience Requirements:

Previous experience as an Executive Assistant or in a similar role is preferred, but not required

Physical Demands and Work Environment:

This position is fully remote, with the option to work in our Pittsburgh office if preferred, though occasional travel may be required.

Benefits

Key Benefits:

• Performance reviews every six months
• 401k plan with a 3% employer contribution
• 11 annual paid holidays
• 15 PTO days + 1 additional pay per year of service
• Summer Fridays
• Great medical benefits including vision and dental
• 20 Days of Paid Parental leave benefit after one year of full-time services
• Employee appreciation programs
• Named #33 of top 50 agencies to work for in the US by Fortune

Level is an equal-opportunity employer committed to fostering an inclusive, diverse environment. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Executive Assistant

at JFF

Flexible (Boston, DC, Oakland, Remote)

About JFF:

Jobs for the Future (JFF) drives transformation of the American workforce and education systems to achieve equitable economic advancement for all.

About the position:

Due to JFF’s rapid growth and opportunities for increased impact, we are currently hiring multiple Executive Assistants (EAs) to meet the needs of various teams across JFF. EAs are valued members of our organization as they play a critical role in managing the behind-the-scenes work that enables senior leaders to operate as vehicles for change. EAs may provide support for one senior leader or provide support for a few of the senior-most leaders across a team. They are skilled at connecting the dots between individual administrative tasks or scheduling requests and a team’s vision and priorities so that senior leaders can be leveraged to do the work that they do best.

We are looking for candidates who are highly organized, proactive, and adept at communicating effectively with a variety of stakeholders. Additionally, we seek to build a team environment that is creative, inclusive, generative, highly collaborative and focused on impact. Not only is this a great opportunity to work directly with some of JFF’s most senior-level leaders, but you will also have the chance to build community with other EAs across the organization, thus ensuring you have the support, resources, and more to make your work effective and engaging.

Based on the organization’s current needs, and candidates’ skills and interests, you could be hired for one of the following teams. If you are selected for a phone interview, you’ll have the opportunity to learn more about our different teams and which may be the best fit for you:

• Center for Apprenticeship & Work-Based Learning (CAWBL): CAWBL provides expert guidance and resources on effective approaches to apprenticeship and other forms of work-based learning that benefit businesses, students, and workers. Learn more here.
• Employer Mobilization Practice: This practice transforms policies and practices, builds capacities, and drives behavior change of private sector employers, employer coalitions, and associations. Learn more here.
• Strategic Engagements Team: The Strategic Engagements Team leads the development and expansion of JFF’s Horizons platform and other prominent external programming, such as SXSW.edu, ASU-GSV, and SOCAP. The team works closely with the Executive Office and Marketing and Communications Team, while providing strategic oversight to JFF’s Policy & Advocacy Team.
• Workforce & Regional Economies Practice: This team spearheads JFF’s work on inclusive regional economic development by driving transformative change across federal and state workforce development systems, labor unions, workforce development nonprofits/CBOs, and regional or community coalitions. Check out impact stories here.

What you’ll do:

• Provide strong calendar management by prioritizing inquiries and requests and troubleshooting conflicts when planning and scheduling meetings for senior leaders.
• Manage senior leaders’ correspondence by triaging, drafting responses to, or directly responding to email inquiries. Support the organization and productivity of senior leaders by organizing, prioritizing, and summarizing emails and requests.
• Keep senior leaders informed of upcoming commitments and responsibilities and follow up appropriately.
• Understand senior leaders’ capacity, priorities, and preferences in order to make judgements and recommendations that ensure smooth day-to-day engagements and dedicated focus/work time.
• Manage detailed travel plans, including drafting itineraries, coordinating flight, hotel, and dinner reservations, submitting event RSVPs, tracking travel reimbursements, etc. related to senior leaders’ in-person meetings and events.
• Stay up to date with senior leaders’ meeting occurrences and deadlines with key internal and external stakeholders to support senior leaders in budgeting their time, preparing to fully engage in meetings, and to follow through with the next steps they are responsible for.
• Create, edit, and proofread materials in partnership with senior leaders, including email communication, meeting agendas, and other internal- or external-facing materials.
• Support senior leaders’ fundraising, business development, and partnership development efforts by preparing leaders effectively for engagements and managing relevant data on these activities.
• Act as the Hiring Coordinator for roles in which a senior leader is the hiring manager, providing critical support to hiring teams by liaising and scheduling interviews with candidates advancing through the hiring process.
• Coordinate scheduling for executive-level meetings that involve your senior leader(s) and assist with preparing information and materials for meetings, acting as the point of contact with internal and external attendees, and/or taking notes during the meetings.
• Collaborate with peer Executive Assistants and Coordinators across the organization to ensure efficient, comprehensive support to senior leaders and completion of shared role responsibilities.
• Manage, coach, or mentor other Executive Assistants or Coordinators, as needed.

Who you are:

• You bring 5+ years of overall professional experience, with prior success supporting senior level executives in an administrative support role.
• You know how to build relationships, particularly with the senior leaders you support, in order to understand, anticipate, and respond to their needs.
• You have strong organizational skills and the ability to prioritize your workload, multi-task, and deliver against deadlines.
• You bring excellent attention to detail to everything you do and know how to handle highly confidential and time sensitive information with necessary care and prioritization.
• You have strong written and verbal communication skills, including a customer service approach when synthesizing and communicating complex issues clearly and concisely to a variety of audiences.
• You are an effective problem-solver, with the ability to proactively identify key opportunities, issues and risks, and exercise independent professional judgment.
• You possess high energy and passion for JFF’s mission and the ability to apply JFF’s corevalues to all areas of your work
• You model inclusive leadership, working effectively with colleagues from a diverse range of backgrounds, and building and stewarding an organizational culture that embraces diversity, equity, and inclusion
• You build positive, effective, collaborative cultures and teams wherever you work
• You are a curious and adaptive learner, with a willingness to take in new information, perspectives and data to inform your work
• You demonstrate a growth mindset and a desire to continuously improve in your work
• You are able and willing to travel up to x%.

Diversity, Equity and Inclusion at JFF:

JFF is committed to sustaining a diverse community with a work environment that is welcoming, respectful, and encouraging to all. JFF fosters a culture of inclusion that celebrates and cultivates diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, age, national origin, socioeconomic status, religion, ability, culture, and experience. As part of our commitment to diversity, equity and inclusion, JFF strongly encourages people impacted by the criminal legal system to apply.

All JFF employees are required to be fully up to date on their vaccinations against COVID-19, unless a medical or religious exemption has been requested and a reasonable accommodation approved. 

Title: Executive Assistant

Location: San Francisco, CA; New York, NY; United States – Remote

About the Team

DoorDash is scaling at an unprecedented rate, and we are hiring an Executive Assistant to partner with leaders of our organization. You’ll be an essential part of the team, responsible for keeping our executives efficient and allowing them to make a difference while building and scaling new ways to delight our customers using the DoorDash platform. We aim to be one step ahead. We value going into each day making the impossible possible.

About the Role

You will support our People Team leaders and their teams. You will be their “go-to” person for calendar management, team-building activities, and project management. You will report to the Executive Business Partner on our Administrative Team.

You’re excited about this opportunity because you will

• Help keep our teams organized and efficient by proactively moving conflicts and enabling our leaders to make an impact
• Promote team culture and cohesion
• Plan and execute meetings & events for our team
• Manage multiple projects simultaneously
• Handle highly confidential information
• Be an integral part of our team

What We’re Looking For…

• You have 4-6+ years of experience in an administrative support role
• Excellent written/verbal communication
• You enjoy diagnosing issues and implementing creative solutions to solve challenges
• You are flexible to shifting priorities
• You are able to manage your time effectively
• You have excellent attention to detail
• You feel comfortable working autonomously

Why You’ll Love Working at DoorDash…

• We are leaders – Leadership is not limited to our management team. It’s something everyone at DoorDash embraces and embodies.
• We are doers – We believe the only way to predict the future is to build it. Creating solutions to lead our company and our industry is what we do — on every project, every day.
• We are learners – Everyone here is learning on the job, no matter if we’ve been in a role for one year or one minute.
• We are customer-obsessed – Our mission is to grow and empower local economies. We are committed to our customers, merchants, and dashers and believe in connecting people with possibility.
• We are all DoorDash – The magic of DoorDash is our people, together making our inspiring goals attainable and driving us to greater heights.

Compensation

The location-specific base salary range for this position is listed below. Compensation in other geographies may vary.

Actual compensation within the pay range will be decided based on factors including, but not limited to, skills, prior relevant experience, and specific work location. For roles that are available to be filled remotely, base salary is localized according to employee work location. Please discuss your intended work location with your recruiter for more information.

DoorDash cares about you and your overall well-being, and that’s why we offer a comprehensive benefits package, for full-time employees, that includes healthcare benefits, a 401(k) plan including an employer match, short-term and long-term disability coverage, basic life insurance, wellbeing benefits, paid time off, paid parental leave, and several paid holidays, among others.

In addition to base salary, the compensation package for this role also includes opportunities for equity grants.

California Pay Range:

$78,000$124,000 USD

Colorado Pay Range:

$78,000$111,500 USD

New Jersey Pay Range:

$78,000$124,000 USD

New York Pay Range:

$78,000$124,000 USD

Washington Pay Range:

$78,000$118,000 USD

If you need any accommodations, please inform your recruiting contact upon initial connection.

Title: Executive Assistant

Location: Boston – remote first in US

Circle is a global financial technology firm that enables businesses of all sizes to harness the power of digital currency and public blockchains for payments, commerce and financial applications worldwide. Circle platforms and products provide a suite of internet-native financial services for payments, treasury infrastructure and capital formation. Circle is also a principal developer of USD Coin (USDC), which has become the fastest growing dollar digital currency in the world. USDC has grown to over 44+ billion in circulation and supported over $1.7+ trillion in transactions in the past year. Circle’s payments and treasury infrastructure services available through the Circle Account and APIs helps bridge the legacy financial system and digital currency and blockchain based finance. Combined, Circle’s suite of services helps companies to participate in a more open, global and inclusive financial system.

What you’ll be part of:

With the mission To raise global economic prosperity through the frictionless exchange of value, Circle was founded on the belief that the internet, blockchains and digital currency will rewire the global economic system, creating a fundamentally more open, inclusive, efficient and integrated world economy. We envision a global economy where people and businesses everywhere can more freely connect and transact with each other with new technologies for digital money and internet-native finance. We believe such a system can raise prosperity for people and companies everywhere. Our mission is powered by the values we espouse and which we expect all Circlers to respect. We are Multistakeholder, serving the needs of our customers, our shareholders, our employees and families, our local communities and our world. Furthermore, we are also Mindful, Driven by Excellence, and High Integrity.

What you’ll be responsible for:

As an Executive Assistant at Circle, you’ll provide direct day-to-day support to multiple C-Suite executives with heavy calendar management, administrative support, and ad hoc project management/event planning. To find success in this role, you will work through tasks quickly and attentively, effectively multi-task while juggling high priority requests, and handle confidential information professionally and discreetly. Being a highly intuitive and dependable partner with the ability to anticipate and proactively address needs with minimal direction is crucial to allow your executives to focus on business critical matters as the company grows at a rapid pace. Your ability to figure things out quickly is necessary to be successful in this role.

What you’ll work on:

• Effectively and proactively managing executive calendars – including heavy management of constantly changing calendars with shifting priorities, setting up conference/video calls, town halls, events, etc.
• Acting as liaison for executives and their teams by understanding priorities and roles within the company as well as external facing communications.
• Coordinating heavily with the Administration team for management meetings, back up support, and travel, when applicable.
• Assisting with ad hoc projects, communications, email management, and/or meeting materials (such as presentations, spreadsheets and documents) as requested.
• Coordinating complex international and domestic travel logistics for individuals and groups; including standard forms of transportation, hotel, dining, etc. Experience with passports and visas is a plus.

You will aspire to our four core values:

• Multistakeholder – you have dedication and commitment to our customers, shareholders, employees and families and local communities.
• Mindful – you seek to be respectful, an active listener and to pay attention to detail.
• Driven by Excellence – you are driven by our mission and our passion for customer success which means you relentlessly pursue excellence, that you do not tolerate mediocrity and you work intensely to achieve your goals.
• High Integrity – you seek open and honest communication, and you hold yourself to very high moral and ethical standards. You reject manipulation, dishonesty and intolerance.

What you’ll bring to Circle:

• 4+ years of experience supporting C-Suite executives.
• High attention to details with strong organization and critical thinking.
• Comfortable working autonomously in an ambiguous environment, coordinating multiple tasks under time sensitive deadlines, adaptive to changing priorities, resourceful, and a can-do attitude.
• Experience working with confidential information and a high level of discretion.
• Must be a self starter who works independently and has the ability to manage up.
• Highly intuitive and proactive in anticipating others’ needs.
• Excellent written and verbal communication skills, work well with various personality types and receptive to feedback.
• Able to work effectively in a remote working environment.
• Ability to travel when necessary to manage logistics at conferences, team meetings and Company events.
• Proficiency with Mac OS, Google Suite and Microsoft Office, and ability to learn new software / systems quickly.

Additional Information:

• This position is eligible for day-one PERM sponsorship for qualified candidates.

Circle is on a mission to create an inclusive financial future, with transparency at our core. We consider a wide variety of elements when crafting our compensation ranges and total compensation packages.

The compensation range below is specific to Boston, MA. Actual starting pay is determined by various factors, including but not limited to: relevant experience, skill set, qualifications, and other business and organizational needs. Please note that compensation ranges may differ for candidates in other locations.

Hourly Pay Range: $61 – $68 per hour, plus overtime eligibility.

We are an equal opportunity employer and value diversity at Circle. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. 

Executive Assistant – (Cyber Security Exp) – Remote

remote type

Remote

United States Work at Home

Full time

The Executive Assistant will support and report directly to our Chief Information Security Officer (CISO) of International / Corporate Functions and serve as an integral member of the Cyber Security Team. This individual must demonstrate the ability to respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary and seeking assistance when appropriate. The Executive Assistant identifies and resolves problems in a timely manner, gathers and analyzes information skillfully, maintains confidentiality, and anticipates the needs of those they support.

Key Responsibilities:

• Travel: Handles travel arrangements using online travel booking tool.
• Expenses: Submits accurate and timely submission of expense reports.
• Calendar management: Manages calendar system and seeks opportunities to enhance efficiencies. Makes last minute calendaring decisions based on priority and business needs using sound judgment. Advises of last-minute scheduling changes and communicate via e-mail, telephone and/or text message when appropriate.
• Meeting planning: Schedules and organizes internal and external meetings, including any necessary logistics.
• Staff Support: Attends staff meetings to record minutes, track takeaways, follow up on action items, and manage invitations for guest attendees. Maintains department organization chart and email distribution lists.
• Onboarding: Plans and coordinates on-boarding and off-boarding of employees/contractors.
• Productivity support: Secures help desk support as needed to trouble shoot/resolve computer/phone/printer issues, orders equipment and supplies for department using the portal supply system, and manages department space planning in partnership with Corporate Real Estate.
• Special projects/programs: Manages team-wide projects/programs as needed, such as team-building events, philanthropy, or other events.
• Communications: Drafts/edits/finalizes correspondence (letters, memos, mailings, email); creates Excel spreadsheets to track/monitor information; prepares Power Point presentations and misc. reports.
• Other: Recognizes varying complexities within situations and manages or diffuses issues appropriately. Displays good judgment and decision making ability and projects this skill onto others.

Qualifications:

• Candidate should have a minimum of 10 years of progressively responsible administrative experience.
• Collaborative team player that can build / maintain a team based environment with intra-department and Enterprise Administrative Assistant community and work closely with employees at all levels within the organization.
• Must have high level of interpersonal skills to handle sensitive and confidential situations as well as communicate with individuals at all levels of the organization.
• Previous experience working at Fortune 500 companies highly desired.
• Expert skills with critical Microsoft tools, including, Word, Excel, PowerPoint, Outlook and its calendar functions.
• Professional demeanor with excellent verbal and written communication skills.
• High energy with the ability to keep up with a fast-paced working environment.
• High degree of integrity and accountability to delivery strong, high-quality outcomes.
• Ability to work independently and maintain confidential information in highly professional manner.
• Ability to have a high-level of accuracy and detail-oriented.
• Demonstrated flexibility, ability to adjust priorities, and a solutions-oriented mindset required.
• Proactively anticipates needs of the team – always thinking ahead.
• Experience with supporting a virtual workforce.
• Possess technical proficiencies with audio and voice equipment as well as mobile and desktop devices.
• Travel may be required to other Cigna locations and off-sites as needed to support senior leadership.

If you will be working at home occasionally or permanently, the internet connection must be obtained through a cable broadband or fiber optic internet service provider with speeds of at least 10Mbps download/5Mbps upload.

For this position, we anticipate offering an hourly rate of 31 – 47 USD / hourly, depending on relevant factors, including experience and geographic location.

This role is also anticipated to be eligible to participate in an annual bonus plan.

We want you to be healthy, balanced, and feel secure. That’s why you’ll enjoy a comprehensive range of benefits, with a focus on supporting your whole health. Starting on day one of your employment, you’ll be offered several health-related benefits including medical, vision, dental, and well-being and behavioral health programs. We also offer 401(k) with company match, company paid life insurance, tuition reimbursement, a minimum of 18 days of paid time off per year and paid holidays. For more details on our employee benefits programs, visit Life at Cigna Group. 

Executive Assistant to Vice President

Full time

job requisition id

23WD67727

Position Overview

Do you want the opportunity to be part of a startup-like environment and have a big impact on a brand-new product? Are you looking to be at the forefront of innovative new technology that will ultimately help people imagine, design, and make a better world? If so, come join the Autodesk Tandem team! Our mission is to create Digital Twin technology and solutions that will transform how buildings are designed, built, and operated.

We are searching for an Executive Assistant to work with the Autodesk Tandem leadership team. You will provide administrative support to the Vice President and General Manager of Autodesk Tandem as well as the leadership staff by performing a wide range of tasks using your experience to proactively address potential problems and ensure an efficiently functioning team.

Reports to Vice President & General Manager of Autodesk Tandem

Location, Candidate can be located anywhere in U.S., remote role

Responsibilities

• Manages and maintains leadership team calendars
• Schedules, plans, and coordinates events and meetings onsite and virtually, including research and preparation of meeting materials as well as booking offsite meeting venues, events and meals
• Proactively prepare agendas and meeting materials, record meeting minutes, and coordinate all meeting logistics, including working with the Autodesk special events team as needed. Ensure meeting attendees have appropriate information including directions and maps. May track action items and communicate status
• Makes business travel arrangements and manages and communicates travel itineraries. May manage travel accounts including mileage cards. Works closely with Corporate Travel to schedule and change itineraries. May research and obtain travel visas. In some cases, may also travel with the executive to events where on the ground support is required
• May maintain email aliases, distribution lists and shared directories, including maintaining permissions. Manages information by organizing and tracking on Airtable to synthesize and generate reports
• Tracks executive expenses and generates expense reports. Approves purchases on behalf of the executive, if appropriate. May serve as point person for OPEX spend tracking. May coordinate budget submissions and reconciliations as necessary
• Tracks incoming product briefing requests working with sales and/or the customer to coordinate and schedule the briefings with members of the Tandem team
• May be responsible for maintaining and updating Wiki and SharePoint sites, including building or redesigning pages
• Maintains confidential and sensitive material related to employees and company operations
• Develops and maintains positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature. Manages information flow within and outside of division or business unit
• Proactively escalates issues that may need the executive or staff members’ immediate attention

Minimum Qualifications

• 5+ years of experience in an administrative role, preferably at an Executive level
• Ability to work in a fast-paced work environment that requires strong multitasking skills, time management, and self-starter mentality
• Willing to adapt to rapidly changing environment and new processes and responsibilities
• Proven ability to work under pressure, communicate effectively, and meet deadlines
• Proficient in Microsoft Office Suite, Mac and Windows operating systems and related business applications such as Slack, Microsoft Teams, Microsoft SharePoint, Confluence Wiki, and Airtable
• Excellent oral and written English communication skills
• Team player who is results-oriented with strong interpersonal skills
• Ability travel to events or internal meetings, locally and internationally as needed

The Ideal Candidate

• You have a lot of initiative and are a self-starter. You enjoy working on complex assignments with a team or by yourself to get things done
• You enjoy working with other peopleYou believe that a high functioning team is critical to success. You enjoy reaching out and building productive working relationships with people across all levels and take a customer service orientation when supporting the team
• You are a successful multi-taskerYou know how to prioritize multiple projects and responsibilities at a single time and ensure things are done on time and within budget
• You are extremely organized and a strong communicatorYou can maintain large amounts of information in an organized way and ensure clear and regular communication with stakeholders

At Autodesk, we’re building a diverse workplace and an inclusive culture to give more people the chance to imagine, design, and make a better world. Autodesk is proud to be an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender, gender identity, national origin, disability, veteran status or any other legally protected characteristic. We also consider for employment all qualified applicants regardless of criminal histories, consistent with applicable law.

Salary is one part of Autodesk’s competitive package. For U.S.-based roles, we expect a starting base salary between $72,800 and $117,700. Offers are based on the candidate’s experience and geographic location, and may exceed this range. In addition to base salaries, we also have a significant emphasis on annual cash bonuses, commissions for sales roles, stock grants, and a comprehensive benefits package. 

Executive Assistant – Project Coordinator

At Landit

Greater New York / New Jersey or Remote

What We Do:

Landit is the leader in personalized career pathing to increase the success of women and diverse groups in the workplace. Our platform one-size-fits-one solution enabling companies to attract, develop, and retain their talent.

We redefine the employee experience by providing each person with a personalized playbook that provides the tools, resources, know-how, and human connections they need to advance and navigate their career.

Landit is proud to partner with sector-leading organizations including Pfizer, ADP, Ford Foundation, Metlife, SAP, USTA, and Workday and we have members in over 70 countries.

We’ve been featured in exciting places such as WSJ, Fortune, Forbes, Inc., Good Morning America, Vanity Fair, and named one of the Top 10 Innovations that Made Women’s Lives Better by Fast Company.

We have raised over $20 million from blue-chip firms including NEA, Cue Ball, xFund, and Female Founders Fund.

Why We Do It

Knowing where you’re going is an amazing feeling, but sometimes the next step isn’t so clear. We are an entirely new approach to career fulfillment for everyone who’s stuck, looking to make moves, or simply wanting to do and achieve more.

We are the solution to that all-important question: Where Do I Start?

Our goal is to unlock the potential of everyone in the workplace so they can achieve success on their own terms. When you have what you need when you need it… That’s How You Land It!

Why You?

You are entrepreneurial and mission motivated, a curious self-starter and excellent communicator. You love working closely with others and bringing positive energy to the workplace. You excel in managing projects and can identify opportunities for improving our processes and contributing to the success of the business overall. You have the polish and presence to interact with corporate customers as well as entrepreneurs.

How You Will Change the World in this Role

• Oversee Webinar “Expert Sessions” Programs – manage the event planning process, including scheduling and related logistics for Landit’s robust offering of career and professional skill building webinars to our customers. Identify presenters from our network of Landit coaches, assist with presentation deck creation, preparation of event briefings, as well as gathering and analyzing feedback for continuous improvement.
• Execute Key Initiatives – engage in other programs designed to build loyalty and enhance the experience for Landit’s global community of coaches, including planning of quarterly coaching meetings/conferences, assisting with the recruiting, selection, and onboarding of new coaches, and providing assistance throughout their Landit journey.
• Provide General Administrative Support to SVP Coaching Excellence – assist with calendar management and meeting preparation.
• Be a part of the Team – understand Landit’s value proposition. Work cross-functionally to ensure planning considers company-wide impact.

Why We’ll Love You

• Bachelor’s Degree
• 2+ years of work experience in a fast paced environment such as a startup company, consulting firm, or large corporate firm
• Excellent Project Management and Event Planning Skills
• Manage webinar evaluation and feedback process
• Coordinate contracts and payments
• Maintain / update Coach Database as key management tool
• Self-motivated, well organized and able to adjust priorities on-the-fly while ensuring quality deliverables; detail oriented and analytical with a strong work ethic
• Possesses Global and multi-cultural fluency
• Curiosity to stay abreast of industry trends/research
• Appreciation for working with a close-knit team in a startup environment
• Excellent written and verbal communication skills
• Strong competency with G-suite and Microsoft products, as well as other software tools such as Basecamp, Workboard, Slack, Calendly plus event technologies

Why You’ll Love Us

• Personal Growth – We are committed to your success. Come learn, stretch, and grow without limitation.
• Change and Impact the World – Our platform touches and transforms careers and lives daily around the world. Every quarter, each teammate has dedicated days reserved to pursue their philanthropic and community passions.
• Health Benefits – We believe in investing in our team member’s well-being. That’s why we’ve partnered with the best to provide comprehensive health benefits including medical, dental, and vision coverage (and a few extras too). Our premium benefits keep you thriving while you’re doing important work.
• Investing In Your Future – Landit provides equity and a 401(k) retirement program as an investment in your long-term success.
• Ultimate Flexibility – Work remotely whether that’s at home in the city, the suburbs, or on the beach.
• A Compassionate and Joyful Culture – We work hard, celebrate the daily wins, and appreciate the little things. A sense of humor and good food are core to our culture. We love sending treats and surprise care packages to our team members! 

Executive Assistant – Chief Growth Officer

REMOTE, US

ECOSYSTEM – OPERATIONS

PERMANENT

Xero is a beautiful, easy-to-use platform that helps small businesses and their accounting and bookkeeping advisors grow and thrive.

At Xero, our purpose is to make life better for people in small business, their advisors, and communities around the world. This purpose sits at the centre of everything we do. We support our people to do the best work of their lives so that they can help small businesses succeed through better tools, information and connections. Because when they succeed they make a difference, and when millions of small businesses are making a difference, the world is a more beautiful place.

How you’ll make an impact

As Executive Assistant to the Chief Growth Officer (CGO), you will be the key point of contact for stakeholders of the CGO by providing exceptional support to this busy senior leader.

You will need to exercise a high degree of confidentiality, discretion and initiative when working with the CGO, Growth Leadership Team (GLT) and stakeholders to ensure they have confidence in your role. You will need to thrive on helping those around you by always being one step ahead, planning and prioritizing constantly as you go. Your ability to communicate effectively and think proactively is second to none. You will be a planner and a doer, finding comfort working in an ever-changing and fast-paced environment, and be happy to pitch in where needed.

What you’ll do

• Anticipate the information, resources and organization needs of the CGO to ensure they can prioritize and undertake work in an informed way. CGO is fully briefed on important events, organizational developments, changes and other information.
• Proactively manage and co-ordinate the CGO’s calendar and resolve meeting conflicts and prioritize issues.
• Monitor and triage emails for the CGO to ensure communications are dealt with in a timely manner, create / manage actions or follow up on behalf of the CGO and respond directly where appropriate.
• Organize, attend and facilitate PLT meetings and offsites, ensuring actions are captured and followed up to completion, ensure presenters are well prepared, pre-reads are sent in advance and meetings run smoothly.
• Prepare agendas, minutes, and Board and other critical papers in a timely and accurate manner, including assisting senior leaders in the preparation, reporting, and analysis.
• Liaise with stakeholders to ensure relevant information is received by the CGO within tight deadlines.
• Continually look for ways to enhance the ways of working for the CGO and GLT and implement these.
• Build and maintain highly effective business relationships to support the Product team to achieve the Product strategic objectives.
• Coordinate extensive and complex domestic and international travel arrangements.
• Provide excellent coordination and administration support to the CGO and GLT as and when required. This could include processing expenses, accounts, purchase orders, and other administrative support.
• Support and mentor other operational and administrative team members, and lead by example to reinforce the Xero values and foster an open and inclusive environment.

Success looks like

• Success in this role looks like the smooth management of daily operations, owning and managing a range of tasks and initiatives, presenting options and suggested next actions to support decision making, as well as follow up and #ownership seeing tasks through to completion. You’ll be working alongside the CPO and senior leaders so a confident, supportive, collaborative and can-do attitude is a must!

What you’ll bring with you

Critical competencies:

• Strategic thinker, data-driven and analytical in approach to solving problems.
• Systems and process-thinker; loves creating order out of chaos.
• Highly organized and action orientated
• High level of integrity and experience dealing with confidential and sensitive information
• Ability to work strategically and collaboratively across a global business
• Excel at building relationships and networks; influence others to achieve outcomes
• Thrives on helping others be their best selves and anticipating their needs before they are spoken
• Competent at triaging, managing and facilitating business-critical issues
• Competent and confident at facilitating and chairing meetings with senior leaders
• Versatile and able to work outside of the immediate remit

Experience:

• Significant experience (minimum 5 years) supporting C level / Senior Executives to Board level ideally in a fast paced global business.
• Proven experience collaborating and building trust and effective working relationships with senior stakeholders
• Proven ability to work independently, multi-task and deal with competing priorities.
• Understanding of Google suite (preferred)

Xero offers access to low-cost, high-quality health care options through Cigna and Kaiser (in CA & CO only)

Xero will match 100% on the first 3% of 401k contributions plus 50% match on next 2% of contributions

Employees enjoy 21 days of paid time off per year, plus 5 days of Xtra leave

Employees have 10 days of wellbeing leave to care for their minds, bodies, and families

US employees enjoy 11 paid holidays per year

Xero offers an industry-leading 26 weeks of parental leave at 100% pay

Xero offers a number of employee wellness programs, mindfulness and nutrition workshops, EAP, free flu shots, team meals, and a monthly wellbeing allowance

About Xero?

Diversity of people brings diversity of thought, and we like that. A collaborative and inclusive environment is important to us. Working at Xero will provide you with a diverse and inclusive environment alongside people who will respect, challenge and support you to have fun while you do the best work of your life. We are a place where personal development, innovation, and well-being are not just inspired but celebrated.

We value our people and offer a wide range of compelling benefits and perks, including Xero shares and great parental leave policies. Xero’s collaborative culture is underscored by our values – #Ownership, #Challenge, #Beautiful, #Human and #Team – which empower us to understand and serve customers, attract top talent and continuously innovate. From the moment you step through our doors, you’ll feel welcome and supported to do the best work of your life. 

Remote Creative Services Administrative Assistant

Remote

USA_Remote

Full time

R231001065

Williams Lea is hiring for a Creative Services Administrative Assistant to work remotely Monday to Friday 9:00 am to 6:00 pm!

Pay: $23.75 hourly

Benefits:

• Various health insurance options & wellness plans (Medical, Dental, Vision, Prescription Drug)
• 401k Retirement Savings Plan Including Employer Match
• Paid Time Off (PTO)
• Life Insurance
• Paid Parental Leave
• Short-term & Long-term Disability
• Healthcare & Dependent Care Flexible Spending Accounts
• Domestic Partner Coverage
• Commuter Benefits
• Legal Assistance
• Employee Assistance Program (EAP)
• Additional Employee Perks and Discounts

The Senior Administrative Associate provides a variety of administrative support functions to a site, office and/or client, which may include tasks such as calendar and phone management and intake of all creative projects through our client’s workflow management tool, Workfront. The ideal candidate will be a critical thinker and organized problem-solver with excellent communication skills, who is eager to learn and grow their understanding of Creative and Marketing project management and operations.

Job qualifications

• High school diploma or equivalent education
• Minimum (2) years administrative support experience in a professional organization, preferably in the legal or banking industry; or experience performing administrative duties for a Williams Lea client operation for a minimum of (1) year or more. Formal education and/or training may be considered in lieu of experience
• Advanced in the use of MS Office software (Word, Excel, PowerPoint); strong keyboarding and typing skills; able to technically troubleshoot applicable software specific to the business/client
• Familiar with other software programs for providing administrative support
• Strong attention to detail; able to work on multiple projects simultaneously
• Must have good organizational skills
• Must be able to meet deadlines and complete all projects in a timely manner
• Ability to handle sensitive and/or highly confidential documents and information with professionalism and discretion
• Able to exercise good judgment to make decisions that conform to business needs and policy
• Good problem-solving skills, with the ability and understanding of when to escalate a problem to a supervisory level
• Ability to maintain professional composure when working with immediate deadlines
• Ability to work both independently and collaboratively as part of a team
• Ability to work in a fast-paced environment
• Ability to communicate professionally both verbally and in writing
• Demonstrate proficiency in using equipment/technology/software and hardware necessary to perform job functions
• Must be self-motivated with a positive attitude
• Proven customer service skills are required to create, maintain, and enhance customer relationships

Job duties

(* denotes an “essential function”)

• *Perform work in administrative support, including, but not limited to, answering phone lines, and providing customer service.
• *Work with Client Manager to schedule photographer
• *Ability to use Event Management Scheduling software software to reserve spaces for photoshoots
• *Arranging for set up of photo rooms and coordinate backdrop
• *Collaborate with onsite Office Services
• *Provide back up coverage for Out of Office Team (Creative workflow coordinator)
• Pull monthly/weekly audit report and review for data errors
• *Coordinating batch uploads from photographers
• *Manage Workfront Creative Projects
• *Retrieving quotes, deadlines, and details from printing vendors
• *Manage Image library upkeep
• *Oversight for confidential company information including but not limited to corporate credit card information, P-cards, employee and client distribution lists, prospective and current employee information etc.
• *Utilize appropriate logs and/or tracking software for all administrative support work
• *Ensure that job tickets are properly filled out before beginning work
• *Thoroughly assess job requests and ensure appropriate completion of job tasks throughout task lifecycle
• *Communicate with team members, lead, supervisor or client supervisor or client on job or deadline issues
• *Meet contracted deadlines for accepting, completing, and delivering all work
• *Troubleshoot basic equipment problems
• *Interact with clients in person, over the phone, via video or electronically
• Prioritize workflow
• Performs Quality Assurance on own work and work of others
• Answer telephone, emails, and place service calls when needed
• Adhere to Williams Lea policies in addition to client site policies
• Use equipment and supplies in a cost-efficient manner

Who we are: In a rapidly changing world, the ability to innovate and break new ground drives progress. Williams Lea has harnessed this ability for more than 200 years.

Our 5,200+ talented employees worldwide are experts in delivering efficient business processes in complex and highly regulated environments.

We’re always progressing. Connecting technology with expertise and strong processes to transform support services. As we enter our third century, we continue helping businesses thrive in a future driven by digitization and virtualization.

It is the policy of Williams Lea to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, creed, religion, national origin, alienage or citizenship status, age, sex, sexual orientation, gender identity of expression, marital or domestic/civil partnership status, disability, veteran status, genetic information, or any other basis protected by law. 

Executive Assistant to C-level

We’re transforming the grocery industry

At Instacart, we invite the world to share love through food because we believe everyone should have access to the food they love and more time to enjoy it together. Where others see a simple need for grocery delivery, we see exciting complexity and endless opportunity to serve the varied needs of our community. We work to deliver an essential service that customers rely on to get their groceries and household goods, while also offering safe and flexible earnings opportunities to Instacart Personal Shoppers.

Instacart has become a lifeline for millions of people, and we’re building the team to help push our shopping cart forward. If you’re ready to do the best work of your life, come join our table.

Instacart is a Flex First team

There’s no one-size fits all approach to how we do our best work. Our employees have the flexibility to choose where they do their best workwhether it’s from home, an office, or your favorite coffee shopwhile staying connected and building community through regular in-person events. Learn more about our flexible approach to where we work.

OVERVIEW

We are seeking a relationship-driven, organized and forward-thinking Senior Executive Assistant to manage scheduling, business travel, dynamic calendars, strategic initiatives, and general business related support for one of our senior leaders, who is part of Instacart’s S-Team. Although this position is remote-eligible, we are looking for someone who can align working hours to PST, and travel to our SF office on a monthly basis.

ABOUT THE JOB

• Manage all business related administrative support (calendaring, travel, and expenses) for leader
• Act as the gatekeeper for your executive, understanding business needs, and fielding inquiries from the dispersed team
• Plan, coordinate, and improve upon org-wide events and engagement activities
• Model compliance with company policies and procedures, support our company mission and values, as well as standards of ethics and integrity
• Perform and prioritize based on short timelines
• Provide and support the implementation of business solutions
• Think creatively to reduce company spending and improve efficiency
• Take initiative and offer assistance where needed; adding value whenever possible

ABOUT YOU

• A minimum of 5+ years consecutive Executive Assistance experience and direct experience supporting for C level, ideally a CFO
• Relationship-builder with experience supporting multiple executives across different time zones and creating connections across dispersed teams
• Ability to work flexible hours to assist the business needs of executive leaders
• Efficiency expert who leverages creative problem-solving skills
• A college or vocational degree, or equivalent experience
• Outstanding, polished oral and written communication
• Strong organizational skills and heavy attention to detail
• Out of the box problem-solving skills; creativity, flexibility, and innovative thinking
• Collaborative teammate who partners with other Executive Assistants to support day-to-day team initiatives and drive results
• Gifted scheduler (Google Calendar and Google apps specifically); you can keep calm through the challenges of dynamic schedules (and reschedules)
• Ability to achieve results under tight deadlines
• Experience comfortably interacting with everyone in the company, regardless of experience or title
• A can-do “make it happen” attitude – you are comfortable making decisions with little supervision or direction
• Ability to travel to our SF office monthly to support meetings, events, and Team Jams

#LI-Remote

Instacart provides highly market-competitive compensation and benefits in each location where our employees work. This role is remote and the base pay range for a successful candidate is dependent on their permanent work location. Please review our Flex First remote work policy here.

Offers may vary based on many factors, such as candidate experience and skills required for the role. Additionally, this role is eligible for a new hire equity grant as well as annual refresh grants. Please read more about our benefits offerings here.

For US based candidates, the base pay ranges for a successful candidate are listed below.

CA, NY, CT, NJ

$151,000$167,500 USD

WA

$145,000$161,000 USD

OR, DE, ME, MA, MD, NH, RI, VT, DC, PA, VA, CO, TX, IL, HI

$139,000$154,000 USD

All other states

$126,000$140,000 USD 

Executive Assistant (Fully Remote or Hybrid (Charlotte, NC))

Req Id: 4543

Where you’ll work:

Our hybrid workplace model offers the freedom to work fully remote or occasionally in one of our offices. This is a remote position with a hybrid option for candidates based in Charlotte, NC.

How you’ll contribute:

As an Executive Assistant, you’ll be responsible for providing administrative support to several executives in the Technology department at Brighthouse Financial. The ideal candidate will have depth of experience in proactively managing executive calendars and a proven ability to collaborate at all levels of management as well as with internal and external partners.

In this role, you’ll get to:

• Schedule and maintain calendars in Outlook including appointments and meetings. Coordinate calendars of multiple individuals to avoid conflicts and find appropriate times for meetings with internal and external associates, vendors and their assistants.
• Schedule travel to/from business trips including airfare, hotels, car service etc. and taking initiative to collect receipts and submit reimbursement requests promptly.
• Draft and revise correspondence and assist with the preparation and distribution of various reports and presentation materials including aggregating materials and formatting.
• Work collaboratively with the other executive administrative assistants within the business.
• Manage a wide range of administrative support tasks and provide general administrative assistance as necessary.
• Prioritize and manage multiple projects for the team and follow through on issues promptly and effectively.
• Coordinate and manage onboarding of new resources
• Lead, coordinate, and manage varying site level, organizational and other events
• Coordinate department’s administrative activities; may recommend improvements to administrative procedures.
• Maintain documents and records following administrative policies.
• Perform other duties as required or assigned.

We’re looking for people who have:

• 3+ years of related administrative experience in a dynamic, fast-paced environment
• Strong capacity to manage own performance independently and effectively, exhibiting excellent time management, strong organization and detail orientation.
• Proven sense of urgency with the ability to identify and articulate issues, offer solutions and follow issues through to resolution
• Demonstrated ability to prioritize and manage multiple projects with the ability to meet aggressive deadlines
• Customer-centric orientation focused on anticipating and meeting internal partner and external customer needs.
• Solid oral and written communications skills, including the ability to draft well-written correspondence. and communicate effectively across all levels of the organization
• Possess a high level of integrity, capacity for discreetly handling sensitive and confidential information, as well as the ability to maintain professionalism under pressure
• Highly collaborative and team focused
• Extensive knowledge of PC equipment and all Microsoft Office programs

Research shows some people may not apply for a role if they don’t check all the boxes of a job description. If you don’t check every box listed, that’s okay. We would love to hear from you.

What you’ll receive:

• Compensation Base salary ranging from [$55,000 to $65,000] plus competitive performance-based incentives determined by company and individual results
• Flexible Work Environment Work fully remote or occasionally in the office to better thrive in all areas of life
• Paid Time Off Recharge with a minimum of 20 days of paid time off and 16 paid company holidays per calendar year plus paid volunteer time and paid study time
• Financial Health Work toward achieving your financial goals through our 401(k) savings plan with company match (up to 6%) and annual company nondiscretionary contribution (3%), 15% employee stock purchase plan discount, and financial counseling services
• Health and Wellness Enjoy competitive medical, vision, and dental plans plus tax-free health savings accounts with potential company contributions up to $1,000 per family
• Family Support Care for loved ones with up to 16 weeks of paid leave for new parents, back-up dependent care, dependent care flexible spending account, and up to a $25,000 lifetime maximum during your adoption, infertility, or surrogacy journey
• Life and Disability Support Gain access to company-paid basic life insurance and short-term disability insurance

Travel:

Less than 5%

The company and your department may occasionally gather in person throughout the year to foster a culture of belonging and promote team building. We’d love for you to join us during those company-wide and department-wide events to help you strengthen connections across the company.

Why join us?

Brighthouse Financial is on a mission to help people achieve financial security. Our company is one of the largest providers of annuities and life insurance in the U.S.,1 and we specialize in products designed to help people protect what they’ve earned and ensure it lasts.

We empower employees to collaborate and create space for people to bring their passion to work and make an impact. Our inclusive work environment fosters a culture that celebrates diverse backgrounds and experiences. You can find out more about our company culture by visiting brighthousefinancial.com/about-us/careers/.

We’re proud to be a FORTUNE 500 company2 and recognized as one of Charlotte’s Healthiest Employers by the Charlotte Business Journal. We’re also honored to be named to Newsweek’s inaugural list of America’s Most Trustworthy Companies. 

Executive Administrative Assistant

REMOTE

United States

Contract

Description

ConvertKit is a creator marketing platform built to empower creators to earn a living online. We help them own their audience and turn fans into customers. For makers, authors, chefs, musicians, athletes, and anyone else making a living by creating the culture we all love, there isn’t a better tool for reaching inboxes. More importantly, there isn’t a team more committed to helping creators earn a living doing work that matters.

We’re on a mission to help creators earn $1 billion using our email marketing platform. We have always been 100% independent and 100% remote. We are proud to have built a product that our customers love, and we look for people who have enthusiasm and belief in our mission, vision, and values to join our team.

The Role

As an executive administrative assistant you will be a key member of the leadership team, and responsible for providing administrative support to our leadership team (VP of Product, VP of Engineering, and CRO).

You will be helping to ensure that our team runs smoothly and efficiently, by collaborating with the executives and their broader teams on a variety of projects, manage and streamline current and future systems, and provide support with communication, scheduling, reporting, and more.

This is an excellent opportunity for someone with previous experience as an executive or administrative assistant for companies that are fast paced. You thrive with autonomy and are particularly good at building systems, managing moving schedules, and building strong relationships. You’re highly empathetic, able to understand the needs of others and proactively meet those needs without being asked.

Requirements

• Understand the top priorities of our executive team and help manage schedules and daily workflows to optimize for those priorities
• Book travel, including proactive research and planning for meetings with customers, colleagues, and other strategic connections for our leaders
• Optimize schedules to create more focused work time
• Draft emails and other communications on behalf of the executive team
• Manage multiple email inboxes
• Assist with internal scheduling and coordination for the team for important events like Craft + Commerce annual conference, team retreats, executive in-person reviews, and board meetings
• Track and update our internal systems including vacation requests, weekly progress reports, approving bills for payment, and expenses
• Support and contribute to research projects and presentations
• Assist in the creation of regular reports of the team’s key data and metrics
• Plan and prepare for team meetings and take detailed notes during meetings
• Liaise and collaborate with executive assistants to handle requests and queries from the Executive Team

Strong candidates will:

• At least 3 years of experience as an executive or administrative assistant or in an equivalent role
• Enthusiasm and belief in the ConvertKit mission
• Comfort with data, metrics, and creating reports
• Thorough experience with scheduling, organization, time management, and travel logistics
• Thoughtful, direct, and kind communication skills, both verbal and written
• Strong project management skills – you’re not afraid of tight deadlines and you keep your work organized and outcome-focused
• Comfort handling confidential and highly sensitive information with discretion
• A calm, professional, and approachable demeanor when handling sensitive issues or tricky changes in priority
• Comfort making adjustments and changes on the fly with a positive, collaborative attitude
• Strong social and emotional intelligence – you enjoy cultivating relationships with all types of people
• Adaptable and flexible – you’re comfortable handling miscellaneous projects and duties as needed

Benefits

Compensation

A monthly retainer for 40 hours/week. The pay rate will be between $30 – $45 / hour, based on experience.

Contract Length

This contract is for 6 months, with the possibility of extending the contract for another 6 months.

How to Apply

We know that most people hate interviewing (we relate!). We aim to make it as good an experience as we can, and part of that includes keeping you informed during the process.

Here’s what the full set of steps looks like:

• Written application
• A phone screen with someone on the hiring team
• A short homework assignment
• A technical interview to discuss the homework assignment and your technical knowledge
• A culture contribution interview

To get started, complete this application, including answers to the questions on the next page. We read every single application, and your responses to our application questions help put your experience into context.

ConvertKit is an equal opportunity employer. We value diversity in all of its forms, and we hire the best person we can for each role, no matter your personal background. Research tells us that applicants who are female or non-binary, as well as applicants who are people of color, are less likely to apply for roles they do not feel 100% qualified for. If you think you meet more than 50% of our requirements but fewer than 100% of them, please apply. We’re imperfect communicators, so think of our job postings as the starting point for discussion rather than proof that you shouldn’t apply. 

Executive Assistant

Job Locations US-Remote

Category

Information Technology

Overview

We areCONNECTING HEALTH AND WEALTH.Come be part of remarkable.

How you can make a difference

We are looking for a dedicated and detailed Executive Assistant to join our fast-paced team, supporting our SVP & CIO, and the Information Technology Department. This position plays an important role in directly supporting the coordination and organization of projects and day-to-day activities. This position will provide an exceptional level of support to internal and external partners. You will intuitively know how to handle highly confidential information with discretion. Additionally, be very detail oriented, flexible, and proactive and can work independently or collaboratively.

What you’ll be doing

• Simultaneously lead projects and use creative approaches for resolutions.
• Plan, coordinate, and lead special projects and assignments as requested, and prepares various presentations to help the senior leaders achieve WCF strategic goals and key initiatives.
• Create, compile, and assemble monthly reports, committee reports, presentations, and other information.
• Prepare correspondence including letters, memoranda, and reports.
• Make travel arrangements for department executives.
• Input and maintain budget report and purchase requisitions.
• Extract and evaluate data from multiple sources and systems to research and analyze underlying data and trends.
• Generate reports summarizing data, results, and trends.
• Proactively optimize senior leaders’ schedules to ensure initiatives are met and team performance is high.
• Maintain a high degree of confidentiality, discretion, and tact.
• Perform administrative tasks to support the team, i.e., expense reports, administrative filing, research requests, stakeholder/partner communication, etc.
• Efficiently interact with other executives, executive assistants, and departments to ensure alignment and open communication.
• Other duties as assigned.

What you will need to be successful

• Bachelor’s or Associate’s Degree preferred or equivalent work experience.
• 5+ years of experience and success providing administrative support to leaders and various management teams.
• Experience with a Technology team/function desired.
• At least five years of general office experience.
• Demonstrate progressive responsibility in work experience.
• Sophisticated knowledge of Excel, Word, PowerPoint, Outlook, M365 and Adobe Acrobat.
• Ability to organize concepts and create business and technical presentations.
• Exceptional interpersonal, written, and verbal communication skills.
• Excellent critical thinking, problem solving and analytical skills.
• Inquisitive, curious, take initiative and is results oriented.
• Strong quantitative analytical ability
• Bring passion to position HealthEquity competitively in the marketplace to further our mission of Connecting Health and Wealth
• Acute attention to detail
• Ability to work with individuals at all levels of the organization and adjust to changing demands.
• Fun and engaging

#LI-Remote

This is a remote position.

Benefits & Perks

• Medical, Dental, Vision
• HSA contribution and match
• Dependent Care FSA match
• Uncapped Paid Time Off
• 401(k) match
• Paid Parental Leave
• Ongoing Education& Tuition Assistance
• Gym/Fitness Reimbursement
• Award Winning Wellness Program

Come be your authentic self

Why work for HealthEquity

HealthEquity has a vision that by2030 we will make HSAs as wide-spread and popular as retirement accounts. We are passionate about providing a solution that allows American families to connect health and wealth. Join us and discover a work experience where the person is valued more than the position. Click here to learn more.

Come be your authentic self

HealthEquity, Inc. is an equal opportunity employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants without regard to race, age, color, religion, sex, sexual orientation, gender identity, national origin, status as a qualified individual with a disability, veteran status, or other legally protected characteristics. HealthEquity is a drug-free workplace. For more information about our EEO policy, or about HealthEquity’s applicant disability accommodation, drug-free-workplace, background check, and E-Verify policies, please visit our Careers page.

HealthEquity is committed to your privacy as an applicant for employment. For information on our privacy policies and practices, please visit HealthEquity Privacy.

APPLY FOR JOB
 

Executive Assistant

Clevertech is looking for an Executive Assistant to provide support for the select members of our management team. The perfect candidate is an operationally minded individual that is passionate about creative problem solving and being the gatekeeper for fast moving people, ideas and teams. If you love multitasking and have the ultimate positive attitude to get things done quickly and efficiently, we want to hear from you.

Responsibilities Include:

• Scheduling
• Correspondence/communications
• Travel planning
• Tracking expenses
• Liaising with vendors and third parties
• Research
• Additional tasks as needed

Required Qualifications:

• Previous exposure to C-level executives in some capacity
• Combined experience of both executive assistant support and personal assistant support
• Ability to multitask and respond to frequently changing priorities
• Impeccable written and verbal communication skills
• Confidentiality, discretion, trust, reliability
• Bachelor’s degree
• Full-time, 100% remote role. Candidates must be located within the United States (W2) or Canada (T4)
• Must be able to pass a background check
• Typical daytime business hours (8a-5p EST), but must have flexibility to support during off-hour periods. Expectation to stay late or respond to messages outside of work hours when needed
• Requires some travel, sometimes on limited notice

CleverFit Traits

Adaptability

You are comfortable with ambiguity and change, flexible with ideas, and are able to set priorities in a changing environment

Communication

You communicate with colleagues and clients effectively

Collaboration

You are reliable to your colleagues and are able to give constructive feedback to your team members to help them improve

Professionalism

You are punctual and responsive, and show up as a polished remote professional (zoom background, distraction-free space, good functioning equipment, adequate lighting)

Growth Mindset

You actively seek opportunities to continuously improve

Kindness

You approach work with genuine care and are a delight to work with

Agile

You thrive in a fast paced environment and can deliver quality work quickly and with grace

Benefits of joining the Clevertech team

We know that people do their best work when they’re taken care of. So we make sure to offer great benefits:

• Competitive Salaries
• 1 Month Paid Time Off For You
• Personal Development Fund
• Tenure-Based Rewards
• Flexible Family Leave
• Clevertech University
• Clevertech Gives Back
• Amazing Culture & Strong Community
• Getting Hired

Our team is made up of people that are not only from different countries, but also from diverse backgrounds and disciplines. Our focus on employing respectful, introspective and collaborative talent is what powers our company and our success. 

Executive Assistant

US – Remote

Full time

JR102109

Job Description

The Executive Assistant will be a dynamic and self-motivated individual able to provide administrative support to the Chief Financial Officer (located in Salt Lake City, UT) as well as remotely support the Chief Strategy Officer and Chief Technology Officer, both located on the West coast. The right candidate must be flexible, organized, proactive and self-motivated, collaborative, and comfortable in a dynamic, fast-paced environment. Excellent communication, interpersonal and collaboration skills are essential for this role due to interactions with colleagues across all levels of the organization, including Sales leadership and other Executives. This position also requires a professional demeanor, sense of urgency, attention to detail and the ability to prioritize and in-depth knowledge and experience in department administration, project management and project implementation.
What You’ll Do:

• Build strong working relationship with teams by organizing efficient communication and following up with deadlines and pertinent information.
• Provide administrative support, to include: calendar management (scheduling, prioritizing, resolving conflicts, etc.), coordination of team meetings, etc.
• Create, compose, and edit written material as-needed; handle correspondences of confidential nature.
• Propose and implement departmental process improvements to increase efficiency and effectiveness.
• Manage travel arrangements and monitor travel progress to resolve issues as they arise.
• Prepare and manage monthly expense reports and organize and maintain files.
• Large-scale meeting and forums/off-site support including logistics coordination (secure venue, A/V support, catering etc.), pre-event material preparation, day-of set up, contract/payment processing as needed, management of minutes and other related activities; Oversight of coordination process when using resources.
• Coordinates Sales and Field Operations projects which entail collaborating with relevant stakeholders, planning, implementing, monitoring and evaluating projects.

Qualifications

• Demonstrated ability to work efficiently and to perform tasks simultaneously with minimum supervision in a fast-paced environment.
• Hands on department and project management experience (use of development tools, financial planning, etc.).
• Successful experience developing and leading an effective project team in a matrixed environment.
• Demonstrated ability to transform a collection of ideas into finished products (presentations or documents) and to manage a wide variety of activities.
• Excellent interpersonal, verbal and writing skills, energy and enthusiasm with a positive outlook required.
• Exceptional organizational skills with a demonstrated ability to work in an accurate manner. Ability to exercise sound judgment and determine priorities; Proactively anticipate and identify issues and propose solutions or takes steps to resolve.
• Must be technically skillful in MS Office Suite (Word, Excel, PPT, Outlook). Proficiency in SharePoint preferred.

Tricentis Core Values: Knowing what we need to achieve andhowto achieve it is important. Tricentis core values define our ways of working and the behaviors we model that create an enjoyable and successful Tricentis life.

• Demonstrate Self-Awareness: Own your strengths and limitations.
• Finish What We Start: Do what we say we are going to do.
• Move Fast: Create momentum and efficiency.
• Run Towards Change: Challenge the status quo.
• Serve Our Customers & Communities: Create a positive experience with each interaction.
• Solve Problems Together: We win or lose as one team.
• Think Big & Believe: Set extraordinary goals and believe you can achieve them.

Why You’ll Love Working at Tricentis:

• Market conform salary + success-oriented bonus
• Supportive and engaged leadership team
• 401(k) plan, full benefits package available
• Company paid Disability and Life Insurance
• Hybrid work environment
• We’re a global company! Potential to visit one of our many offices around the world including in Austria, Australia, Belgium, Denmark, Germany, India, Netherlands, Singapore, Switzerland, Poland, United States, and the UK 

Executive Assistant – Office of the President

at Altium

United States Remote

Why Altium?

Altium is transforming the way electronics are designed and built. From startups to world’s technology giants, our digital platforms give more power to PCB designers, supply chain, and manufacturing, letting them collaborate as never before.

• Constant innovation has created a transformative technology, unique in its space
• More than 30,000 companies and 100,000 electronics engineers worldwide use Altium
• We are growing, debt-free, and financially strong, with the resources to become #1 in the EDA industry

We are seeking an Executive Assistant to join our growing team. The Executive Assistant must be proficient in all aspects of corporate administration, including having exceptional skills for managing active calendars of appointments, managing cost center budget, meeting coordination and event management, composing, editing and preparing correspondence which will include confidential information, arranging complex and detailed travel plans, itineraries, agendas for both domestic and international travel. In addition, this person may be asked to help coordinate company- wide events and communications, and coordinate with third parties on such activities.

A day in the life of our Executive Assistant:

• Completes a broad variety of administrative tasks: managing an extremely active calendar of appointments; collect, consolidate and analyze the data to generate reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and coordinating/ organizing both domestic and international travel
• Ensures a high standard of service and confidentiality to stakeholders, shareholders and corporate partners is maintained and enhanced. Provides a bridge for smooth communication. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Adapts and adjusts to a rapidly changing environment where priorities are shifting daily
• Attend staff and department meetings and assist in administrative management of the meetings; this includes arranging and establishing video conference connections, support in preparing agendas, and generation of meeting summaries as required
• Ability to effectively represent the company in external settings (collaborators, partners, conferences)
• Seeks out, builds, and maintains trusting and collaborative relationships and alliances with others inside and outside of the organization
• A wide degree of creativity and latitude is expected. Content expert in Administration. Defines what broadly needs to be accomplished or built in order to meet the implicit and explicit needs of internal and external stakeholders. Successful leadership and management of strategic projects and Administrative matters. Strong track record of demonstrated success
• Demonstrates and inspires confidence and trust of others. Maintains the highest standards of personal integrity. Shows consistency between words and actions. Has a consistent track record of delivering on commitments. Presents the facts fairly and openly without bias
• Acts in the best interest of the business even when in conflict with own self interests. Deals constructively with own failures and mistakes. Seeks feedback to improve performance
• Adapts behavior in response to feedback and experience. Pursues opportunities to develop oneself. Demonstrates awareness of own strengths and weaknesses. Effectively enables others to navigate in ambiguous situations
• Performs other functions and duties as required

The specific experience, skills and expertise required for this Role include:

• Extensive experience in providing VP-level support and assistance at the highest corporate levels. 3+ years supporting executives at the C-suite level is preferred or equivalent
• Excellent social skills, project coordination experience and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors required
• Demonstrated relevant experience with Microsoft Office Suite and a general understanding of IT technology
• Excellent organizational, record keeping and communication skills (oral and written)
• A strong work ethic to generate high quality work under tight deadlines
• Must have a can-do attitude, be resourceful, and have an approachable demeanor
• Ability to anticipate and be proactive is critical (see the potential train wreck coming and step in to fix without direction from someone)
• Diploma, college degree preferred or other relevant qualifications
• Fluent in Both English is must, Mandarin is a plus

The salary range for this role is $80,000 to $100,000. Actual compensation packages within this range are based on a wide array of factors unique to each candidate and role requirements, including but not limited to skill set, years and depth of experience, certifications, and specific location.

What Matters to Us

• Big-thinking in pursuit of purpose
• Diversity of thought
• Courage of conviction
• Transparency of intent
• Ingenuity of AND
• Agility in action
• Adaptability of approach
• Grit in pursuit of mission

Also, we would like you to know

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace. 

Executive Assistant (Remote)

locations

USA – Remote, CA

USA – Remote

time type

Full time

job requisition id

R12549

#WeAreCrowdStrike and our mission is to stop breaches. As a global leader in cybersecurity, our team changed the game. Since our inception, our market leading cloud-native platform has offered unparalleled protection against the most sophisticated cyberattacks. We’re looking for people with limitless passion, a relentless focus on innovation and a fanatical commitment to the customer to join us in shaping the future of cybersecurity. Consistently recognized as a top workplace, CrowdStrike is committed to cultivating an inclusive, remote-first culture that offers people the autonomy and flexibility to balance the needs of work and life while taking their career to the next level. Interested in working for a company that sets the standard and leads with integrity? Join us on a mission that matters – one team, one fight.

About the Role:

CrowdStrike is looking for an experienced, self-directed full-time Executive Assistant to support both the VP of Operations & VP of GTM Applications. The ideal candidate will be highly collaborative, passionate about helping people, able to work with many different personality types and has the ability to adapt to different working styles. We need someone who meets challenges head on and is able to connect the dots and anticipate needs. They can operate with discretion and confidentiality and are able to communicate effectively across all levels. This person will be highly organized, detail oriented, and able to balance competing priorities.

Some of the core responsibilities include managing schedules, booking travel, planning events and meetings, taking detailed minutes, and helping onboard new hires. You will also have the unique opportunity to grow your skills by providing general Program Management Office (PMO) administrative support. Some examples of supporting the PMO would be monitoring project activities (i.e. ensuring project artifacts are completed in a timely manner), coordinating training, and assisting in managing program/project documentation (i.e. archiving old documentation).

What you’ll do:

• Manage complex calendars across multiple time zones, including domestic travel schedules, and agenda preparation.
• Manage special projects and collaborate with stakeholders on issues requiring finesse, flexibility, and patience.
• Anticipate the needs of the executive and proactively bring the appropriate stakeholders and resources together to make decisions in support of the executive.
• Complete critical aspects of deliverables and special assignments by establishing objectives; determining priorities; managing time; gaining the cooperation of others; monitoring progress; problem-solving; and making adjustments to plans.
• Attend meetings, communicate agendas, take notes, track action items, and hold stakeholders accountable.
• Ensure that the priorities for the VPs are cascaded to the appropriate administrative staff supporting key cross-functional partners.
• Partner closely with executives, VPs, business partners, and executive assistants on cross-functional events and scheduling.
• Manage external contacts and quickly identify the primary stakeholders; proactively understand who they are and why they’re important to the business, and track the communication needed to nurture the relationship.
• Assist in coordinating the agenda and presentation materials for senior management team meetings, off-sites, and all-hands meetings.
• Plan and implement multi-day offsites for the business unit, including hotel and meeting space procurement, contract negotiation, vendor management, room block management, team building activities, travel and ground transportation logistics, catering, etc.
• Demonstrate a high level of professionalism and the ability to handle sensitive matters while exercising sound judgment, discretion, and confidentiality.
• Ability to address tough issues by identifying the problem, building consensus, and working toward a resolution.
• Consistently hold self and others accountable for specific actions and ensure commitments are fulfilled.
• Coordinate and assist with new employee onboarding activities to familiarize them with policies, best practices and playbooks.
• Coordinate, plan and assist with ongoing training including scheduling external training to advance skills to educating team members of changes to our existing processes and workflows.
• Act as a gateway to increase communication and information sharing across organizations.
• Proactively seek and engage in professional development; read professional publications, maintain personal networks, and participate in professional organizations.
• Facilitate PMO and GTM related activities as needed

What we’re looking for:

• 5-7 years’ experience supporting executives, with several years supporting VP and SVP levels
• Self-starter who is able to own projects to completion with minimal guidance and direction
• Experience working in a high-tech, start-up and/or publicly traded company
• Team player willing to jump in and help where and when needed
• Excellent organization skills, attention to detail, and ability to handle multiple tasks in a fast-paced and time-sensitive environment
• Experience in working effectively under demanding deadlines, and ability to manage a range of tasks at any one time including prioritizing your own workload
• Bachelor’s degree preferred
• Advanced PC skills in Microsoft Office, including Word, PowerPoint, and Excel
• Excellent verbal and written communication skills
• Demonstrated success where personal results and accountability are evident
• A passion for supporting high performance teams, with an understanding that every second counts!

#LI-DL1

#LI-Remote

Benefits of Working at CrowdStrike:

• Remote-first culture
• Market leader in compensation and equity awards
• Competitive vacation and flexible working arrangements
• Comprehensive and inclusive health benefits
• Physical and mental wellness programs
• Paid parental leave, including adoption
• A variety of professional development and mentorship opportunities
• Offices with stocked kitchens when you need to fuel innovation and collaboration

We are committed to fostering a culture of belonging where everyone feels seen, heard, valued for who they are and empowered to succeed. Our approach to cultivating a diverse, equitable, and inclusive culture is rooted in listening, learning and collective action. By embracing the diversity of our people, we achieve our best work and fuel innovation – generating the best possible outcomes for our customers and the communities they serve.

CrowdStrike is committed to maintaining an environment of Equal Opportunity and Affirmative Action. If you need reasonable accommodation to access the information provided on this website, please contact Recruiting@crowdstrike.com, for further assistance.

CrowdStrike, Inc. is committed to fair and equitable compensation practices. The salary range for this position in the U.S. is $70.000 – $130.000 per year + bonus + equity + benefits. A candidate’s salary is determined by various factors including, but not limited to, relevant work experience, skills, certifications and location.

CrowdStrike participates in the E-Verify program.

Notice of E-Verify Participation

Right to Work 

Administrative Assistant

US – Remote

Full time

JR100203

Administrative Assistant I

NAB- Remote

Job Summary:

Under general supervision, responsible for supporting National Sales clerical needs as well as the day to day operations of the Department.

What you’ll do:

• Assist in the day-to-day functions: answering phone, checking messages, fulfillment of marketing orders, inputting and maintaining sales agents in system, updating and welcoming sales agents as necessary, and sending new Agent welcome kits.
• Work independently on projects as assigned by Management.
• Work closely with other internal departments.
• Identify, test, and document system “bugs” or issues with internal NAB system performance.
• Run daily, weekly & monthly reports for departments and sales partners.
• Assist in resolving customer problems.
• Assist in developing sales presentations and training materials.
• Gain knowledge of products and services; be able to explain products’ features and benefits.
• Maintain current knowledge base of competitors and industry at large, including Third Party Vendors.
• Participate in education and training programs.
• Ability to communicate with outside sales partners and all levels of management.
• Remain flexible and be able to handle high pressure situations.
• Work independently on projects.

What we need from you:

• A willing attitude to work hard and learn everything possible about the industry.
• Team oriented with a positive attitude.
• Strong computer skills, Typing 55wpm+, MS Office experience.
• Excellent math skills; strong organizational skills.
• Ability to work independently, and an aggressive self-starter.
• Exceptional communication skills, both written and oral; excellent phone presence.
• High School Diploma or equivalent.

North American Bancard helps businesses prosper through smarter commerce for all and we’re committed to building the next generation of payment technologies and experiences. More than 250,000 satisfied merchants trust us to process more than $34 billion worth of transactions every single year. Propelled by cutting-edge technology, user-friendly products, and features, and the best customer service in the business, we continue to innovate to satisfy our clients and their customers.

At North American Bancard, we celebrate diversity and create an inclusive environment for everyone. We are an equal opportunity employer. 

Executive Assistant – Remote

Location: US National

Description

Mediavine is seeking an Executive Assistant to join our team supporting our Chief People & Culture Officer and General Counsel.

About Mediavine

Mediavine is a fast-growing advertising management company representing over 9,500 websites in the food, lifestyle, DIY, and entertainment space. Founded by content creators, for content creators, Mediavine is a Top 20 Comscore property, exclusively reaching over 125 million monthly unique visitors. With best-in-class technology and a commitment to traffic quality and brand safety, we ensure optimal performance for our creators.

Mission & Culture

We help content creators build sustainable businesses. From educational tools and cutting-edge plugins to ad technology that maximizes earnings without slowing down your site, our motivation is ensuring your brand and business grow in every respect.

We are striving to build an inclusive and diverse team of highly talented individuals that reflects the industries we serve and the world we live in. We are committed to creating a culture where everyone feels welcomed. We are looking for individuals that will challenge us to continuously evolve and make Mediavine the employer of choice for people of all backgrounds. We strongly encourage minorities and individuals from underrepresented groups in technology to apply for this position.

Diversity and inclusion aren’t platitudes to us; we take them seriously. Have a look at our team and read through our blog posts to learn more about our values and to discover if Mediavine is the place for you!

Position Title & Overview:

The Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you are skillful in the execution of administrative activities, with high attention to detail, organization and process. You have great time management skills and are able to act with limited guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to our CPO and General Counsel.

Essential Responsibilities:

• Be a trusted partner to the CPO & General Counsel, organizing current needs, anticipating potential conflicts, and handling sensitive business information as needed
• Maintain an accurate and detailed calendar, manage incoming scheduling requests, proactively communicate changes to the team, as well as anticipate and respond to scheduling and travel conflicts, rescheduling as needed
• Ensure each executive’s time is aligned with their priorities through demonstrated understanding of the business
• Track tasks and projects to ensure appropriate prioritization is completed with respect to deadlines and organizational developments
• Provide administrative support in reviewing/editing documents and online resources
• Proactively coordinate onsite and offsite meetings, including all aspects of the meeting as needed (travel, technology, food, vendors, etc.)
• Provide support for in person and virtual Mediavine sponsored events attended by the CPO and General Counsel or otherwise as needed
• Manage all travel scheduling and arrangements, ensuring the CPO and General Counsel are aware and updated on itinerary changes during travel, and prepared upon arrival
• Ensure consistent and efficient interaction with other colleagues across the company; demonstrating poise and tact under pressure handling matters with sound judgment and respect
• Assist in drafting important documents and presentation materials
• Attend meetings and daily briefings with or on behalf of the CPO and General Counsel, taking note of and following up on action items as needed
• Organize and maintain Google Workspace to include contract and invoice E-Filing
• Assist in the preparation of and/or response to communication needs in Slack, Notion or other platforms
• Find solutions to improve efficiency and organizational practices
• Provide special project support as needed
• Promote Mediavine on LinkedIn by sharing/reposting internally for likes and follows
• Perform any other relevant duties as assigned

Requirements

Location:

• Applicants must be based in the United States

Application Deadline:

• Application deadline is Friday March 17th, 2023, preliminary interviews will begin shortly after
• Additional applicants can be considered for future opportunities

You Have:

• Bachelor’s Degree in Business or related field, preferred
• 5+ years experience providing high-level administrative support to multiple executives
• Current experience in an Executive Assistant role providing remote support
• Strong proficiency with Google Suite required
• Experience with communication platforms like Slack, a plus
• Experience using Mac computers and Apple software
• Experience supporting assigned Executive(s) in a remote capacity
• Experience with the setting up and management of virtual meetings and tools e.g., Google Meet, Hangouts, Zoom etc
• Extensive schedule and travel management experience
• Experience providing concierge level support (remote or in person as needed) for executive travel and events
• Strong teamwork skills; and a confident ability to offer suggestions and improvements to process, working collaboratively with others as needed
• Strong relationship management skills, ability to build a personal network throughout the company and with key external contacts
• Outstanding organizational and time management skills
• Excellent verbal and written communications skills
• Experience working with discretion and confidentiality as appropriate
• Keen attention to detail and accuracy

Benefits

• Remote work environment
• Travel opportunities (remember those!?)
• Comprehensive benefits including 401k, Health, Dental, and Vision insurance
• Learning allowance
• Generous Vacation/Time off policies.
• Additional side benefits such as home-office upgrades, tuition reimbursement, paid gym memberships and wellness retreats, upgraded flights, cool swag and more.
• Company match charitable donations 

Administrative Assistant, Medical Analytics & Insights (GMEI)

locations

United States – New York – New York City

United States – Remote

time type

Full time

job requisition id

4878242

ROLE SUMMARY

All over the world, Pfizer colleagues work together to positively impact health for everyone, everywhere. Our colleagues have the opportunity to grow and develop a career that offers both individual and company success; be part of an ownership culture that values diversity and where all colleagues are energized and engaged and have the ability to impact the health and lives of millions of people. Pfizer, a global leader in the biopharmaceutical industry, is continuously seeking top talent who are inspired by our purpose to innovate to bring therapies to patients that significantly improve their lives.

This role will be responsible for providing operational support to the GMEI Medical Analytics Leadership Team and other supporting functions with the GMEI organization as needed. The role involves leading/supporting several project initiatives as well as day-to-day operational responsibilities. The (GMEI) Medical Analytics & Insights Project Administrative Assistant will provide global operational support to the Medical Analytics & Insights leadership team, including, but not limited to:

• Operational management
• Finance and Budget Management
• Meeting management
• Vendor Management
• Operating Plan support
• Project management
• Communications support

ROLE RESPONSIBILTIES

Operational Management

• Provide operational support to the GMEI Medical Analytics & Insights Leadership Team, including complex calendar management, trave & expense report support and meetings.
• Provide operational support to the GMEI Medical Analytics & Insights Leadership Team with meeting planning, travel and expense reports. Schedule and coordinate team meetings, 1:1s, department meetings, as needed some meeting management and logistics
• Ability to anticipate and proactively resolve conflicts and use diplomacy to resolve problems.
• Provide support for various Medical and Leadership Team meetings, attend as requested, agenda development and distribution, meeting material coordination and distribution, presentations/Teams management during the meeting, note-taking, and meeting summary distribution.
• Work closely with outside vendors, providing support when needed with meeting scheduling and office space.
• Handle confidential matters on a regular basis.
• Coordinate and provide key information to other business units & teams as requested, and as appropriate.
• Manage document resources on SharePoint site.
• Assist with onboarding of new colleagues as requested.
• Update team organizational charts and distribution lists as requested.
• Coordinate activities for complex meetings and events including ordering food and AV equipment, managing/setting up AV equipment on site, and handling issues for offsite meetings.

Finance and Budget Management:

• Responsible, with minimal oversight, for all aspects related to financial set up, approval, and management of financial projects (e.g. Purchase Orders, forecasting, payment tracking).
• Manage Purchase Order’s through the Ariba and ePA3 systems, also tracking payment of invoices as requested.
• Act as a single point of contact for issue resolution related to management of vendor related purchase orders including creation of new vendors, resolution of invoice payment delays and duplications
• Serve as business process owner for providing training and guidance on financial systems/processes to members of the team

Meeting Management:

• Manages key meetings, including agenda development / coordination, generation of minutes, and follow-up on any actions
• Ensure logistics are in place and ready for seamless execution (e.g. calendar invitations, meeting room, technology set-up)
• Provide operational support to key Off-Site meetings, including agenda and slide development, liaising with any external vendors/guests, and logistics oversight.

Communications:

• Supports the execution of the team’s communication strategy which includes use of existing tools such as newsletters and videos

BASIC QUALIFICATIONS

• Experience working at the executive operational level at Pfizer
• Undergraduate degree (BS/BA) or equivalent experience
• 3-5 years of pharmaceutical industry experience. Pfizer experience preferred
• 5+ years of experience as an executive operational assistant or coordinator experience
• Ability to work effectively in a team-based environment and partner with internal/external stakeholders
• Self-starter, proactive, solution-seeking attitude, anticipating team needs and actively identifying opportunities to strengthen results
• Strong verbal and written communication skills – ability to mobilize team members and engage leadership
• Demonstrated project management experience
• Business acumen, Decision making, and demonstrated flexibility
• Ability to navigate internal organization/processes
• Excellent judgment as well as the ability to work with extremely confidential documents and information and excellent follow-up skills
• Strong working knowledge of Microsoft Word, Excel, PowerPoint, Outlook, and OneNote; in addition to Pfizer applications such as ePA3, Ariba, SharePoint &; Box.
• Ability and willingness to handle special projects
• Availability to work flexible hours (early AM, overtime, etc.) when needed but not likely to be frequent

NON-STANDARD WORK SCHEDULE, TRAVEL, OR ENVIRONMENT REQUIREMENTS

• US Travel of up to 5% of the time.

Other Job Details:

Additional Location Information: US – remote

Eligible for Relocation Package: No

#LI-PFE

The salary for this position ranges from $31.36 to $52.27 per hour. In addition, this position offers eligibility for overtime, weekend, holiday and other pay premiums depending on the work schedule and the Company’s policies. Benefits offered include a retirement savings plan, paid vacation, holiday and personal days, paid caregiver/parental and medical leave, and health benefits to include medical, prescription drug, dental and vision coverage in accordance with the terms and conditions of the applicable plans.

Relocation assistance may be available based on business needs and/or eligibility.

Pfizer requires all U.S. new hires to be fully vaccinated for COVID-19 prior to the first date of employment. As required by applicable law, Pfizer will consider requests for Reasonable Accommodations.

Sunshine Act

Pfizer reports payments and other transfers of value to health care providers as required by federal and state transparency laws and implementing regulations. These laws and regulations require Pfizer to provide government agencies with information such as a health care provider’s name, address and the type of payments or other value received, generally for public disclosure. Subject to further legal review and statutory or regulatory clarification, which Pfizer intends to pursue, reimbursement of recruiting expenses for licensed physicians may constitute a reportable transfer of value under the federal transparency law commonly known as the Sunshine Act. Therefore, if you are a licensed physician who incurs recruiting expenses as a result of interviewing with Pfizer that we pay or reimburse, your name, address and the amount of payments made currently will be reported to the government. If you have questions regarding this matter, please do not hesitate to contact your Talent Acquisition representative.

EEO & Employment Eligibility

Pfizer is committed to equal opportunity in the terms and conditions of employment for all employees and job applicants without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, national origin, disability or veteran status. Pfizer also complies with all applicable national, state and local laws governing nondiscrimination in employment as well as work authorization and employment eligibility verification requirements of the Immigration and Nationality Act and IRCA. Pfizer is an E-Verify employer.

Administrative

#LI-PFE