Administrative Assistant

Motion Recruitment Partners LLC; San Francisco (CA); Remote; USD 45,000 - 75,000; Full time

Job summary

Join a leading firm in the SaaS Identity space as an Administrative Assistant in a fully remote role. This dynamic opportunity is perfect for detail-oriented individuals with strong organizational and communication skills. In this contract position, you will support the Security team, manage executive schedules, and coordinate logistics for meetings and events. Your proactive approach and ability to thrive in a fast-paced environment will be essential in providing vital support to executives. This role offers a chance to gain valuable experience while working with a talented team in a collaborative remote setting.

Qualifications

• 3+ years of experience supporting executives in a fast-paced environment.
• Strong proficiency in Google Suite and web-based collaboration tools.

Responsibilities

• Manage executive calendars and coordinate meetings and travel logistics.
• Provide general administrative support and maintain digital files.

Skills

Administrative Skills

Communication Skills

Time Management

Attention to Detail

Proficiency in Google Suite

Confidentiality

Ability to Work Independently

Team Player Attitude

Judgment and Decision Making

Ability to Prioritize Tasks

Tools

Google Suite

Coupa

Navan

Zoom

Workday

Trello

Jira

Asana

Job description

Our client, the leader in the SaaS Identity space, has an outstanding contract Administrative Assistant opportunity to join their dynamic team. This is a fully remote role.

We are seeking a detail-oriented and highly organized Administrative Assistant to support our Security team for a short-term contract. The ideal candidate will have strong administrative and communication skills, be proficient in Google Suite, and thrive in a fast-paced environment. This position is perfect for someone looking to gain experience in a dynamic remote work setting while providing essential support to our executives and team operations.

Contract Duration: 6-Months

Required Skills & Experience

• Minimum 3+ years of professional experience; ideally supporting 4 or more executives.
• Ability to interact in a professional manner with customers, prospects, and internal teams.
• Experience with web-based scheduling and collaboration tools; GSuite, Coupa, Navan, Zoom, and Workday.
• Experience with arrangement of schedules and logistics, at times, across multiple time zones.
• Outstanding time management skills and attention to detail.
• Ability to quickly learn new tools and technologies; interest and experience in using technology to improve work efficiency.
• Expectation of complete confidentiality on all business matters.
• Ability to effectively communicate and collaborate with a diverse range of people and job functions.
• Excellent verbal and written communication skills.
• Ability to remain energetic and positive in a fast-paced environment.
• Excellent common sense and ability to make solid judgment calls autonomously.
• Ability to be proactive and anticipate next steps.
• Get along well with a variety of personalities; team player attitude.
• Ability to prioritize multiple tasks.
• Ideal candidate qualities: Supporting the C-suite, self-sufficient, able to work independently, and hit the ground running without a lot of training. Background in security, trust and safety, risk management, or similar.

Desired Skills & Experience

• Experience with project management tools (e.g., Trello, Jira, Asana) is a plus, but not required.
• Familiarity with basic cybersecurity terminology and concepts is a plus.

What You Will Be Doing
Daily Responsibilities

• Calendar management - coordinate all meetings both internal and external, being proactive about conflicts and understanding priorities. This role will involve heavy calendar management.
• Manage the daily schedule of the executives; coordinate domestic and international travel, process expense reports, and assist with management of budget needs.
• Field incoming requests; exercise strong judgment and discretion with highly confidential information.
• Help schedule and coordinate logistics for meetings, conferences, and special events (onsite & offsite).
• Maintain trusting relationships with customers, prospects, team, and contacts.
• Provide backup support for other Admins in the department.
• Provide general administrative support by scheduling appointments or making dining reservations.
• Maintain and organize digital files ensuring accuracy and easy retrieval of documents.
• Assist with preparing and editing documents, presentations, and reports.
• Assist in the coordination of meetings, conferences, and other events, including logistics and communications.
• Perform data entry and maintain accurate records in spreadsheets or databases.
• Support the team with basic research and other special projects as required.
• Assist with other administrative tasks as assigned by management and Executive Assistant, Security.