Executive Assistant

Kavaliro; Foster City (CA); On-site; USD 70,000 - 77,000; Full time

Job summary

Kavaliro is seeking an Executive Assistant to support our President, CRO and head of Global Sales, collaborating with senior leaders to keep calendars, coordinate meetings, and arrange travel. This role contributes to a culture of teamwork, service, and excellence.

The successful candidate will demonstrate discretion, excellent communication, and strong calendar and travel coordination skills, with experience using Google Suite, Slack, and conferencing tools.

Qualifications

• Minimum of 5+ years of applicable administrative experience, ideally supporting sales leaders within a global software organization.
• High attention to detail, organization and process.
• Discretion with confidential material.
• Experience with virtual meeting platforms (Zoom, Webex, GoToWebinars, Google Hangouts).

Responsibilities

• Manage day to day schedules in such a way that each executive is able to complete their obligations in an organized, efficient way.
• Coordinate internal and external meetings including team meetings, all hands meetings, off-site meetings, one-on-one meetings, meetings with stakeholders and customers.
• Proactively manage calendar priorities based on customer meetings, quarter close cycles, fiscal calendars, current projects, team needs and major events.
• Book appropriate domestic and international travel within company travel policy, taking into account travel Visas, costs and proper documentation.
• Effectively interface with employees from other groups within the company, and recognizes key players within all organizations.
• Assist with food orders, luncheon planning, and planning of other business-related meetings as requested.

Tools

Zoom

Webex

GoToWebinars

Google Hangouts

Google Suite

Slack

Concur

Job description

Our client is seeking an Executive Assistant to contribute to the growth of their company. This is an opportunity to work alongside our President, CRO and our head of Global Sales, who are united by a strong sense of teamwork, service, and excellence. This Executive Assistant will have to utilize a unique skill set based on the executives’ job functions, personality, and communication styles. Our client has a positive, diverse, and supportive culture and we are eager to add another strong contributor to our growing Executive Assistant team. Your impact: Our Executive Assistants understand that the success of the executive is a reflection of their work and vice versa, which creates a true atmosphere of teamwork and job satisfaction. You represent the executive in every action you take, in every behavior you display!

Pay: $51.00 - $56.00

Core Responsibilities:

• Manage day to day schedules in such a way that each executive is able to complete their obligations in an organized, efficient way.
• Coordinate internal and external meetings including but not limited to team meetings, full staff meetings, all hands meetings, off-site meetings, one-on-one meetings, meetings with stakeholders and customers, etc.
• Proactively manage calendar priorities based on customer meetings, quarter close cycles, fiscal calendars, current projects, team needs and major events.
• Book appropriate domestic and international travel within company travel policy, taking into account travel Visas, costs and proper documentation.
• Effectively interface with employees from other groups within the company such as other Executive Assistants and Senior Executives inside and outside the company, and recognizes key players within all organizations.
• Assist with food orders, luncheon planning, and planning of other business-related meetings as requested.
• Other administrative and project duties as requested.

Minimum Requirements:

• Minimum of 5+ years of applicable administrative experience, ideally supporting sales leaders within a global software organization.
• Skillful execution of administrative activities, with high attention to detail, organization and process.
• Proven ability to handle confidential material with the utmost discretion.
• Experience with the setting up and management of virtual meeting platforms such as Zoom, Webex, GoToWebinars, Google Hangouts and conference calls.
• Strong teamwork; and a tactful ability to offer suggestions and improvements to process and work very collaboratively with others.
• Strong relationship management skills, ability to build a personal network throughout the company to both serve the needs of your executive(s), as well as the needs of the other teams.
• Project Coordination experience needed at an intermediate complexity.
• Strong oral and written communication. Ability to communicate clearly and effectively with senior leaders, peers and external partners.
• Previous experience partnering with senior management in a fast paced, innovative environment.
• Experience working collaboratively within large administrative teams.
• Working proficiency of Google Suite (Gmail, Docs, Drive). Experience using Slack and Concur are a plus.

Additional Desired Skills/Traits

• Customer centric orientation.
• Agility and flexibility in response to changing priorities and needs.
• Proven ability to manage projects, work under pressure and consistently make deadlines.
• Demonstrate ability and willingness to continuously acquire new competencies and accept new challenges.
• Possess a natural ability and curiosity and to comprehend the global DNA of the company and its organizations.
• Ensure communications are clear, thorough, and specific, with attention to follow-through.

Kavaliro provides Equal Employment Opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Kavaliro is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Kavaliro will take the steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment,