Executive Assistant

23andMe; Iowa; On-site; USD 90,000 - 140,000; Full time

Benefits offered by this job

Health, vision, dental plans

Family planning, support, and leave

Mental healthcare

Student loan assistance

Dog friendly office

Flexible time off

Job summary

23andMe, Inc. in Iowa is seeking an experienced Executive Assistant to the CEO who will manage the CEO’s calendar and email, own scheduling and logistics from both the CEO’s and personal calendars, and prepare meeting materials such as agendas and backgrounders.

You will coordinate travel, support the Office of the CEO and Chief of Staff, organize quarterly strategy check-ins, handle highly confidential information, draft weekly updates, and ensure timely communication with the family office.

Qualifications

• Minimum 10-15 years of relevant work experience supporting a C-level executive.
• Excellent verbal and written communication skills.
• Be able to work independently with little direction and possess a strong sense of ownership of role and responsibilities.

Responsibilities

• Manage the CEO’s calendar and email as the primary functions of the role.
• Own all scheduling, details and logistics that flow from the CEO’s 23andMe and personal calendar.
• Obtain all related materials for meetings, including agendas, backgrounders and other information based on the CEO’s daily schedule.
• Own daily management and prioritizing of CEO’s email.
• Support various needs around the CEO’s 23andMe and personal travel.
• Coordinate quarterly strategic calendar check-ins with the CEO and Office of the CEO team to drive efficiency of the CEO’s time.
• Prepare daily updates to the CEO with reminders and questions in a timely and organized fashion.
• Maintain compliance with all company policies and procedures.
• Provide administrative support and management of executive team meetings and offsites.

Job description

• Manage the CEO’s calendar and email as the primary functions of the role
• Own all scheduling, details and logistics that flow from the CEO’s 23andMe and personal calendar
• Obtain all related materials for meetings, including agendas, backgrounders and other information based on the CEO’s daily schedule
• Own daily management and prioritizing of CEO’s email
• Work with the Office of the CEO’s team to help support various needs around the CEO’s 23andMe and personal travel
• Work with the Chief of Staff to organize quarterly strategic calendar check-ins with the CEO and Office of the CEO team to look at the calendar from a strategic perspective and make recommendations to drive efficiency of the CEO’s time
• Operate systems to keep information flowing for the Office of the CEO
• Prepare in coordination with the Office of the CEO daily updates to the CEO with reminders and questions in a timely and organized fashion
• High level of communication required with family office to ensure all details and actions are relayed in a timely manner
• Own Office of the CEO administrative tasks
• Provide administrative support and management of executive team meetings and offsites, including send the VP executive weekly updates, prepare weekly executive team materials, OKRs and other tasks as needed by the team
• Own office management functions as needed
• Create and submit expense reports for the CEO and the team and manage approval requests
• Own the maintenance of the Office of the CEO administrative manual, keeping it up to date on best practices and as a resource where all information can be found
• Act as back-up to other assistants, which may include taking notes in meetings and following-up on action items
• Assist the Office of the CEO and Chief of Staff with special projects
• Work with the Chief of Staff on a variety of special projects, including but not limited to coordinating annual performance review cycle for the CEO’s direct reports, own the management of the CEO’s annual holiday mailing, and upkeep the historical archive project ensuring Anne’s presentations, pictures and other items get updated into the archive
• Handle highly confidential and sensitive information
• Continuously strive to deliver excellence service and improve on processes and systems
• Maintain compliance with all company policies and procedures
• Perform administrative tasks as needed and other related duties as assigned
• Work as a team to allow the CEO to execute and operate with excellency

Benefits

• Comprehensive health, vision, and dental plans
• Family planning, support, and leave for parents
• Mental healthcare
• Student loan assistance
• Dog friendly office
• Flexible time off

Ability to problem solve, including to analyze and identify key issues and informationWillingness to participate in all levels of administrative support duties; whatever it takes to get the job done with a positive attitudeStrong attention to detail and organizational skills, while maintaining a sense of urgencyMinimum 10-15 years of relevant work experience supporting a C-level executiveDemonstrated dependability; ability and willingness to continuously acquire new competencies and accept new challengesKnowledge of health industry strongly preferredBe able to work independently with little direction and possess a strong sense of ownership of role and responsibilitiesExcellent verbal and written communication skillsSome travel may be required over timeStrong follow-up skills, including perseverance and creativity to work within an unconventional environmentFull time, with flexibility to work after hours and on weekends as necessary