Executive Assistant (Contract Role)

Executive Assistant, Engineering (Contract role) 

San Mateo, CA

*6-month contract

At SIE, our Executive Assistants provide a wide array of administrative, logistical, and project-related support to their Executives. We are looking for an Executive Assistant to partner with and support our People Team Leaders. You will be contributing to the organization’s success by helping them scale and build seamless processes. This role has a high amount of visibility and works cross-functionally throughout the company.

Work you’ll do:

• Calendar management - Manage their daily schedule, coordinate logistics for all meetings, both internal and external, being proactive about conflicts and understanding priorities.
• Coordinate domestic and international travel, process expense reports and assist with management of budget for travel and events.
• Own and help manage the rhythm of the business in close partnership with the Executives and teams. This includes owning a meeting agenda, taking notes and following up on action items.
• Schedule and coordinate logistics for conferences and special events (both onsite & offsite).
• Lead, drive and execute on various team events, socials, offsite meetings, etc.
• Acts as a liaison and trusted partner for the VPs relaying and exchanging information with others including Senior leaders, customers, stakeholders and other cross functional organizations or colleagues.
• Anticipate the Executive’s needs and proactively assemble the appropriate people and resources to solve problems as independently as possible.
• Field and funnel incoming requests; exercise strong judgment and discretion with highly confidential information.
• Work cross-functionally to ensure communication is efficient and clear between teams.
• Meet deadlines by maintaining an organized approach, knowing how to prioritize and coordinate multiple work activities in a fast-paced environment.
• As a team player, provides backup support for other EAs in the department and helps the team work efficiently together.

Qualifications:

• A minimum of 5 - 8 years’ work experience in the capacity of an Executive Assistant supporting multiple executives.
• Familiar with the expectation of complete confidentiality on all business matters.
• Proven ability to actively manage projects in a fast-moving, high-pressure environment.
• Flexibility working independently or partnering with a variety of teams.
• Proven ability to interact in a professional manner with Executives, Customers, Partners, Prospects, and Internal Team.
• Ability to be flexible in response to changing priorities and needs.
• Experience with web-based scheduling and collaboration tools.
• Experience with arrangement of complex schedules and logistics, at times, across multiple time zones.
• Ability to work on multiple projects, lead priorities and accurately set expectations.
• Excellent time management skills and attention to detail.
• Strong communication, planning, organizational and analytical skills.
• Ability to quickly learn new tools and technologies; Interest and experience in using technology and the Internet to improve work efficiency.
• Excellent verbal and written communication skills - Ability to effectively communicate and collaborate with a diverse range of people and job functions.
• Ability to remain energetic and positive in a fast-paced and demanding environment.
• Entrepreneurial spirit and desire for constant improvement. A forward thinker.
• Excellent common sense and ability to make appropriate judgment calls autonomously.
• Dedicated with the ability to anticipate next steps.
• Works well with a variety of personalities; embraces teamwork.