Executive Administrator

• Identify and independently resolve calendar and scheduling issues.
• Responsible for excellence in meeting/event preparation, set-up, and follow-up (including scheduling, arranging for food/drinks, preparing presentations, drafting agendas, maintaining materials, documenting notes, and coordinating follow-up items to completion).
• Collaborate and partner effectively with other Executive Assistants and stakeholders.
• Ability to multi-task and change direction quickly.
• Anticipate and proactively identify more effective and efficient ways to manage administrative tasks with professionalism and care.
• Exercise sound judgment and discretion in handling confidential and/or sensitive information, including personal scheduling arrangements.
• Execute a variety of routine and complex administrative duties in support of the day-to-day operations of the team.
• Accurate and timely handling of expense reports, visas, purchase orders, IT support coordination and other miscellaneous tasks, as assigned.
• Assist in the compiling and preparation of meeting materials and agendas for team meetings, including PowerPoint presentations, Word and Excel documents, and forms in Smartsheet.

• 10+ years of experience providing administrative support at C-Level, including scheduling meetings, maintaining calendars, coordinating travel arrangements, completing expense reports and organizing internal and external meetings involving participants at all levels.
• Provide in-office support a minimum of 3 days a week.
• Strong proficiency with a wide variety of desktop productivity tools and applications, including Outlook, Word, PowerPoint, Excel, Zoom and Slack. Experience with SharePoint, OneDrive, Concur, NetSuite and Smartsheets is a plus.
• Preparation and editing of financial earnings documents and presentations, including live input from the executive team and lengthy editing sessions.

• Interact with senior management across the company (CEO, Senior Vice Presidents, etc.) to provide preparatory briefing materials for investor meetings and answer any questions from management related to event preparation.
• Coordinate investor meetings, conferences, quarterly earnings calls, webcasts, and non-deal road shows.
• Interact with institutional investors in preparation for investor meetings and presentations to adequately assess and determine which members of management to arrange meetings with, collect preparatory list of questions, and answers.
• Develop briefing materials for management in preparation for various investor events.

• Possess a reasonable understanding of financial terminology – and a genuine interest to learn.
• Outstanding customer service skills, with a desire to deliver excellent results on time and with 100% accuracy.
• Ability to prioritize and manage multiple projects simultaneously, proactively identifying gaps and taking ownership of projects.

• Collaborate closely with cross-functional organizations (e.g. Facilities, IT), as well as being a knowledgeable resource for leads within the organization.

• Ability to take direction from multiple people and seek direction when uncertain.
• Possess excellent written/editing and verbal communication skills.
• Possess the ability to handle multiple high-priority projects and assignments simultaneously and work efficiently in order to meet aggressive deadlines.
• From time-to-time, weekend or off-hours availability will be required when issues arise or when executive is traveling.

• Manage up-to-date financial and investor relations information on corporate website.
• Be the first line of communication for the Investor Relations department; triage questions from the investor community via email and phone as appropriate.
• Develop a deep understanding of the team and field requests from internal and external contacts, making a point to be available and approachable.

• Collaborative/teamwork attitude and skills a must.
• Maintain a positive attitude in a fast-paced work environment.

The estimated base salary range for this full-time position is $100,000 - $120,000 plus bonus, equity, and benefits, and can vary if outside of this location. Our salary ranges are determined by role, level, and location. Within the range, individual pay is determined by work location and additional factors, including job-related skills, competencies, experience, market demands, internal parity, and relevant education or training. Your recruiter can share more about the specific salary range and perks and benefits for your location during the hiring process.

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