Senior Administrative Assistant

We are seeking a business-minded, highly organized, and proactive Team Assistant to support our Product Development & Operations leaders. The ideal candidate will play a central role in keeping business operations and activities organized, on track, and progressing for the Executives and their teams. Exceptional communication skills, flexibility, thoroughness, and the ability to efficiently manage multiple tasks in a fast-paced, team-oriented environment are essential. We seek someone with a growth mindset who will take ownership of this role.

Responsibilities

• Manage multiple calendars proactively, coordinate travel and meeting arrangements, and prepare and track expense reports.
• Coordinate internal and external meetings with stakeholders, manage both onsite and offsite internal meetings, and ensure seamless handling of all logistical details.
• Handle catering, book meeting rooms, and coordinate with stakeholders to organize meeting agendas for team meetings.
• Utilize Google Workspace for daily tasks, including Google Slides for internal department meetings, Google Forms to gather inputs, and Google Sheets to format data.
• Work with external vendors to order swag for the global PDO team on an ad hoc basis
• Maintain confidentiality and integrity while working on sensitive projects.
• Regularly support executives across multiple time zones in the US and Canada, and globally as needed, adapting to their varying needs.
• Primarily support three VPs, with additional support for other VPs as needed in collaboration with the team's Senior Executive Assistant.
• Partner with the Senior Executive Assistant to ensure reciprocated coverage during PTO.
• Support additional short-term projects as needed.

Core Qualifications

• Bachelor's degree preferred with 3-5 years of experience in an administrative role in a fast-paced public technology company.
• Strong written and oral communication skills for cross-functional work with senior VP and C-level leaders.
• Excellent verbal and written communication skills.
• Flexible availability as required, sometimes on short notice when your executive is traveling.
• Ability to work across multiple time zones.
• Strong organizational, project, and time management skills.
• Strong sense of urgency and efficiency in completing work and meeting deadlines.
• Ability to take initiative, be proactive, and offer creative solutions to problems.
• Proficient knowledge of Google Workspace. Experience with productivity apps (HR, expense reporting, travel, purchasing, etc.) is preferable.
• Ability to learn new technologies as needed to perform assigned tasks successfully. Proficiency with Confluence, LumApps, and Coupa is a plus.