Executive Assistant

XPRIZE Foundation, Inc.; Mississippi; Remote; USD 10,000 - 60,000; Full time

Job summary

Join a forward-thinking organization dedicated to solving humanity's challenges as an Executive Assistant. In this dynamic role, you will support high-ranking executives by managing their calendars, coordinating meetings, and organizing travel. Your exceptional organizational skills and attention to detail will be crucial in ensuring seamless operations. This innovative foundation is committed to empowering breakthroughs and creating a more equitable future. If you thrive in a fast-paced environment and are passionate about making a difference, this opportunity is perfect for you.

Benefits

Extensive benefits package

Generous paid time off

Flexible work hours

Qualifications

• 3-5 years of experience supporting C-level Executives.
• Exceptional organizational abilities and attention to detail.

Responsibilities

• Manage calendars and schedule meetings for Executives.
• Coordinate travel arrangements and logistics.
• Prepare presentations and correspondence as needed.

Skills

Organizational Skills

Communication Skills

Time Management

Confidentiality

Adaptability

Education

Bachelor's Degree

Tools

Google Suite

MS Office Suite

Zoom

Slack

Asana

Job description

XPRIZE Overview

XPRIZE is an established global leader in designing and executing large-scale competitions to solve humanity’s greatest challenges. As a 501(c)3, our unique model democratizes innovation by incentivizing crowd-sourced, scientifically viable solutions to create a more equitable and abundant future for all. Since our founding in 1994, we’ve awarded over $300M in prize purses, inspired thousands of global innovators, and collaborated with the most forward-thinking changemakers of our time. We operate across 7 areas of impact, including:

• Climate & Energy
• Biodiversity & Conservation
• Food, Water & Waste
• Quantum & Deep Tech
• Space & Exploration
• Learning, Innovation & Society
• Health

Join XPRIZE to help empower humanity to achieve breakthroughs and architect a more equitable and abundant future for all.

PRIMARY RESPONSIBILITIES

Reporting to the Chief of Staff, the Executive Assistant will provide high-level, hands-on administration and will support high ranking members of the Foundation including the Chief Advancement Officer, Chief Impact Officer, and Chief Marketing Officer.The Executive Assistant will work across time zones to provide professional support to assigned Executives, regardless of location.

Support will include:

• Calendar
  • Work with each Executive to determine calendaring support needs.
  • Coordinate with Executive team members to align calendars and organize meetings.
  • Using discretion, communicate internally and externally regarding scheduling availability as needed with Executive and work teams.
  • Manage a heavy calendar, to include scheduling and coordinating calls and meetings. Handle email responses with both internal and external stakeholders.
  • Understand meeting objectives and prioritize frequently changing business needs and key stakeholder demands.
• Meeting Logistics
  • Ensure Executive team members have all necessary and pertinent meeting participant details. Provide updates to any changes in meeting participation prior to start time and determine with Executive team members if that changes the scope of meeting or requires rescheduling.
  • Work with the Executive team to determine which meetings the EA will attend. Take meeting notes, capture deliverables, and report back to the supported Executives.
  • Update the Foundation Collaboration Calendar to track any out-of-office occurrences (vacations, travel, etc.) for the office of these Executive team members.
• Travel Arrangements
  • Coordinate frequent domestic and international travel to include airfare, hotel, and ground transportation while ensuring all plans fall within the Foundation’s Travel and Expense policy.
• General Support
  • Processing expense reports and overseeing expense report filing.
  • Managing Purchase Order process from creation to payment.
  • Ordering meals as necessary.
  • Work with supported teams and other EA/AAs in support of the Foundation.
  • Prepare Google Slides/ PowerPoint presentations as needed.
  • Prepare correspondence including memos, emails and other communiques for a varied audience.
  • Special Projects as assigned.

QUALIFICATIONS

• 3-5 years of experience supporting multiple C-level Executives.
• 1+ years experience using Google Suite of tools.
• 2+ years experience using MS Office Suite.
• Minimum 1 year experience supporting Executives in different time zones and locations.
• Ability to work either 7:00am - 4:00pm PT or 8:00am - 5:00pm PT.
• Exceptional organizational abilities and high level of attention to detail.
• Experience working with modern remote-office technologies (Zoom, Slack, Asana, etc.).
• Exceptional time management skills, with the ability to consistently prioritize tasks and manage deadlines with minimal supervision.
• Proven listening, writing and communication skills across various platforms (memos, emails, letters, instant messaging apps).
• Maintain absolute confidentiality internally and externally.
• Demonstrated maturity and emotional intelligence to handle, direct and/or resolve sensitive matters.
• Anticipate needs and quickly adapt to changes as they arise, overcoming roadblocks before they become problems.
• Ability to multitask, work with conflicting deadlines, manage a heavy calendar, and make adjustments on the spot.
• Self-starter who takes a proactive approach to solve problems.
• Personable, professional and calm demeanor; displays grace under pressure.
• Patience, flexibility, and a good sense of humor.
• Willingness to think and act creatively.

COMPETENCIES

• Action Oriented
• Manages Ambiguity
• Collaborates
• Communicates Effectively
• Manages Complexity
• Decision Quality
• Interpersonal Savvy
• Nimble Learning
• Being Resilient
• Resourcefulness
• Situational Adaptability
• Tech Savvy
• Instills Trust
• Optimizes Work Processes

The anticipated compensation for this position is $33.00/hour to $38.00/hour and may also qualify for an annual incentive. This role is eligible for our extensive benefits package and generous paid time off including vacation, sick, and holidays. The actual compensation offered will depend on a variety of factors including the qualifications of the individual applicant, years of relevant experience for the role, level of education attained, and certifications and/or other licenses held. XPRIZE is a remote-first environment.

The XPRIZE FOUNDATION is an equal opportunity employer and does not unlawfully discriminate in employment. Equal access to employment, services, and programs is available to all persons. Those applicants requiring reasonable accommodation to the application and/or interview process should notify a representative of the organization.

Please note: Though submitting a resume to the XPRIZE FOUNDATION implies that you are interested in a position(s), it does not imply that you are an applicant. You are not considered an applicant until you have been contacted directly by a Talent Acquisitions representative requesting that you begin the designated application process, which may involve phone and/or in-person interview(s), job-related testing, and background checks.