[Contract] Executive Assistant

Docker; Canada; Remote; CAD 60,000 - 90,000; Full time

Job summary

A fast-growing technology company is seeking an Executive Assistant to provide comprehensive support for multiple executives. The role requires exceptional organizational skills, discretion, and expertise in managing complex schedules and communications. As part of a remote-first team, you will contribute to an innovative environment while supporting leadership in a dynamic setting. Ideal candidates possess strong analytical abilities and are proactive in problem-solving, with a commitment to excellence.

Qualifications

• 5+ years experience providing executive administrative support to Sr. VP levels and or above.
• Demonstrated ability to book domestic and international travel.
• Proven track record of managing complex schedules and communications.

Responsibilities

• Comprehensive, executive-level support for 2 or more executives.
• Liaise and schedule meetings with external stakeholders.
• Assist executives with note-taking and action item tracking.

Skills

Professionalism

Communication Skills

Problem Solving

Time Management

Adaptability

Tools

Gmail

Google Calendar

Zoom

Microsoft Teams

Job description

At Docker, we make app development easier so developers can focus on what matters. Our remote-first team spans the globe, united by a passion for innovation and great developer experiences. With over 20 million monthly users and 20 billion image pulls, Docker is the #1 tool for building, sharing, and running apps—trusted by startups and Fortune 100s alike. We’re growing fast and just getting started. Come join us for a whale of a ride!

Your background demonstrates diverse experience in delivering high level administrative support, whether that be calendaring in an ever-changing environment, event planning and onsite support, or providing coverage when another member of the team is unavailable. You realize uniformity and processes are essential and help guide the company as we rapidly scale.

Responsibilities

• Comprehensive, executive-level support for 2 or more executives.

• Exceptional travel booking and troubleshooting skills; on-call when an assigned executive team member is traveling.

• Liaise and schedule meetings with internal and external stakeholders, such as internal employees, strategic partners, media and customers, while also handling sensitive information with discretion.

• Work cross functionally with other team members and build strategic partnerships

• Partner with respective executives to ensure their time is effectively optimized.

• Provide back-up support for administrative team members that may be out due to PTO.

• Maintain a perfect track record when it comes to handling confidential information.

• Manage information flow in a timely and accurate manner.

• Assist with the onboarding of executive new hires for your respective teams. Work closely with your execs, IT and HR to ensure new hires are set up for success. Be regularly available as a “new hire buddy” and go-to resource.

• Help create and maintain processes and standards; always looking for improvement opportunities.

• Assist executives with note-taking, action item tracking in meetings and managing logistics.

• Set up conferences, meetings, team offsites, etc.; both virtual and onsite when needed. Available to start early or stay late when events/issues call for it (e.g. company events, travel delays).

• Open to travel domestically and internationally when needed.

• Adhoc projects and requests as assigned.

• Strategic coordination & thinking amongst the executives and cross-functionally between departments and senior leadership teams.

Qualifications

• 5+ years experience providing executive administrative support to Sr. VP levels and or above, across functions and timezones.

• High level of discretion, professionalism and integrity.

• Excellent oral and written communication skills, with a high degree of diplomacy.

• Previous experience & strong calendaring skills using Gmail and Google Calendar in a work environment.

• Problem solving skills.

• Experience working with other executive assistants in a high-functioning, fast paced environment.

• Ability to anticipate the needs of the executive team.

• Demonstrated ability to book domestic and international travel (Navan experience preferred, but not required).

• Ability to prioritize, focus and organize your workload each day.

• Familiarity with Audio Visual conferencing/event tools such as Zoom (preferred), and or Microsoft Teams).

• Heavy multi-tasker (email, instant messaging, calendaring, project management, etc)

• Ability to plan internal and external offsites, and travel when needed.

• Ability to demonstrate a methodical and effective approach to projects and deadlines; proactively communicating progress along the way.

• Solid time management skills.

• Self-motivated and able to work both collaboratively and independently.

• Eager to share knowledge and build awareness; teamwork driven.

• Has a growth mindset; improvement oriented.

• Active driver’s license.

• Valid US passport.

• Full understanding of work scope and related teams.

• Exercise judgement and innovative solutions.

• Share best practices, tools, and techniques for efficient workflows.

• Proven track record of managing complex schedules, projects, and communications at an executive level.

• A proactive, self-motivated approach with the ability to make independent decisions.

• Adaptable to shifting priorities in a dynamic, high-pressure environment.

• Able to take direction from Sr. Manager, Office of the CEO.

We use Covey as part of our hiring and / or promotional process for jobs in NYC and certain features may qualify it as an AEDT. As part of the evaluation process we provide Covey with job requirements and candidate submitted applications. We began using Covey Scout for Inbound on April 13, 2024.

Please see the independent bias audit report covering our use of Covey here.

Docker embraces diversity and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our company will be.

Due to the remote nature of this role, we are unable to provide visa sponsorship.

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