Executive Assistant and Communications Lead

Blackline Systems Inc; Pleasanton (CA); Hybrid; USD 143,000 - 179,000; Full time

Job summary

BlackLine is seeking an experienced Executive Assistant to support the Chief Information Officer and the CIO team in Pleasanton, CA. You will manage multiple calendars, coordinate travel and expenses, prepare reports, and organize meetings with internal stakeholders and outside partners.

This high-energy role requires proactivity, confidentiality, superb interpersonal skills, and the ability to thrive in a fast-paced SaaS environment with hybrid on-site work.

Qualifications

• 6+ years of experience as an executive assistant or equivalent role supporting senior executives
• Bachelor's degree or equivalent experience
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and expense reporting systems (Concur)

Responsibilities

• Manage multiple calendars and coordinate meetings for CIO and team
• Arrange travel, accommodations, and expense reporting
• Prepare reports, agendas, and presentations for meetings
• Plan offsites and organize information requests
• Build relationships with internal stakeholders and external clients
• Provide confidential administrative support in a fast-paced environment

Skills

Calendar management

Travel coordination

Expense reporting

Meeting preparation

Reports preparation

Stakeholder management

Effective communication

Confidentiality

Problem solving

Multitasking

Education

Bachelor's degree

Tools

Microsoft Office

Concur

Job description

Make Your Mark:

This role is key to keeping the Global Corporate IT team focused on priority execution. This role uses knowledge of the team, priorities, and projects to schedule meetings and calls to best advantage, deciding what requests have priority. This role interfaces with other EAs as well as Global IT team members directly and is expected to build good working relationships at all levels. Responsibilities include: managing multiple calendars, arranging travel, and managing expenses, meeting preparation and organization, preparing reports, planning offsites, and handling information requests. This is a dynamic, fast-paced organization and this position requires a high-energy individual with strong administrative and interpersonal skills. This position reports directly to the Chief Information Officer and communicates regularly with internal BlackLine staff, but also communicates with the Board of Directors and, on occasion, with external clients.

You'll Get To:

• Maintain up-to-date awareness of the executive's obligations to proactively assist and/or anticipate needs; able to provide support to leaders before they realize they need it.
• Expand the reach of the Chief Information Officer.
• Prioritize conflicting needs, handle matters expeditiously, proactively and confidentially, and follow through on a variety of special requests to successful completion, often with deadline pressures.
• Act as a proxy for the CIO in certain situations and decisions not needing their full review; ensure confidence and trust so that you can learn and act in this manner.
• Manage a variety of special projects, as directed by the CIO, across departments.
• Provide analysis on various metrics, and insight into the workings of various projects and departments, to evaluate the efficacy of certain programs.
• Develop and maintain productive and professional working relationships with executive level staff, as well as clients.
• Exercise strong attention to detail, ensuring that all communications, deliverables, and projects are accurate, professional, and audience-appropriate.
• Comfortable behind the stage, supporting the person in the spotlight; thrives on helping others be their best selves and anticipating their needs before they are spoken.
• Triage problems to reduce distractions and allow the CIO to focus on what's most important to the company while also bringing pertinent issues to their leader's attention in an organized, succinct manner.
• Schedule meetings for the CIO and other CIO Team leaders using knowledge and understanding of the key business priorities of the CIO Team and leaders at BL. Actively make decisions about the timing of meetings, suggest attendees that may have been overlooked, and provide overall collaborative support to make the meeting and the team more effective.
• Demonstrate comprehensive knowledge of the overall department's function.
• Lead strategic initiatives as directed by the CIO; own the effort and bring the right teams together to analyze, design and implement change or recommendations.
• Provide a broad variety of administrative tasks including, but not limited to, organizing travel arrangements, preparing and processing expense reports, preparing itineraries and agendas; and compiling documents and presentations for meetings.
• Schedule appointments and proactively manage calendars, ensuring attendance of executive(s) and other key attendees in support of priorities while providing strategic thinking time for the executives you support.
• Organize internal and external team meetings, video conferences, and conference calls, including preparation of meeting rooms, contacting attendees, facilitating their attendance, and ensuring that required informational materials and equipment are prepared in advance.
• Confirm all meetings, prepare the executive for meetings with clear directions, proactively work with the appropriate team members to ensure proper meeting materials are prepared and sent in advance, and prep meetings if needed.
• Partner with the executive assistant team and others to provide help with meetings and events, as needed.
• Candidates must be able to accommodate a hybrid work schedule, which includes working on-site at least three days per week from our Pleasanton, CA office.

What You'll Bring:

Years of Experience in Related Field: 6+ years of experience as an executive assistant or equivalent role supporting senior executives

Education: Bachelor's degree or equivalent experience

Technical/Specialized Knowledge, Skills, and Abilities:
Highly proficient in Microsoft Office applications: Word, Excel, Outlook, PowerPoint
Proficiency in expense reporting systems, preferably Concur

• Above-average communication skills.
• Proven success in managing multiple schedules and calendars, with the ability to anticipate obstacles and respond to a constantly changing working environment
• Ability to understand the big picture and be pro-active to prevent problems/conflict
• Knowledge of proper administrative protocol and the ability to interface with all types of people in a friendly and professional manner
• Exceptional organization skills
• Strong attention to detail, ensuring that all communications, deliverables, and projects are accurate, professional, and audience-appropriate
• Ability to solve problems and initiate logical solutions
• Ability to multitask and manage multiple projects in a fast-paced environment
• Build and facilitate strong professional relationships with team members and executive management
• Ability to communicate effectively in one-on-one and group situations- both written and verbally
• Requires a high level of confidentiality
• Ability to work well, accurately, and with flexibility and optimism in stressful, high-visibility situations
• Effective travel logistic planning skills.

We're Even More Excited If You Have:

Experience working in a SaaS company that has experienced rapid growth and/or change management.

Thrive at BlackLine Because You Are Joining:

• A technology-based company with a sense of adventure and a vision for the future. Every door at BlackLine is open. Just bring your brains, your problem-solving skills, and be part of a winning team at the world's most trusted name in Finance Automation!
• A culture that is kind, open, and accepting. It's a place where people can embrace what makes them unique, and the mix of cultural backgrounds and varying interests cultivates diverse thought and perspectives.
• A culture where BlackLiner's continued growth and learning is empowered. BlackLine offers a wide variety of professional development seminars and inclusive affinity groups to celebrate and support our diversity.

BlackLine is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity or expression, race, ethnicity, age, religious creed, national origin, physical or mental disability, ancestry, color, marital status, sexual orientation, military or veteran status, status as a victim of domestic violence, sexual assault or stalking, medical condition, genetic information, or any other protected class or category recognized by applicable equal employment opportunity or other similar laws.

BlackLine recognizes that the ways we work and the workplace itself has shifted. We innovate in a workplace that optimizes a combination of virtual and in-person interactions to maximize collaboration and nurture our culture. Candidates who live within a reasonable commute to one of our offices will work in the office at least 3 days a week.

Salary Range:

$143,000.00-$179,000.00

Pay Transparency Statement:

Placement within this range depends upon several factors, including the applicant's prior relevant job experience, skill set, and geographic location.

In addition to base pay, BlackLine also offers short-term and long-term incentive programs, based on eligibility, along with a robust offering of benefit and wellness plans.

We are committed to pay transparency and ensuring candidates have clear information about compensation expectations. For roles that include variable incentive components such as an Incentive Compensation Plan (ICP) or On-Target Earnings (OTE), the compensation structure may follow a split model - for example, a 50/50, 70/30, or 60/40 ratio between base salary and variable incentive.

BlackLine is committed to creating an inclusive and accessible experience for all candidates. If you require a reasonable accommodation that would better enable your success during the application or interview process, please complete this form.

Accommodations:

BlackLine is committed to creating an inclusive and accessible experience for all candidates. If you require a reasonable accommodation that would better enable your success during the application or interview process, please complete this form.