Executive Assistant

About the Role

We’re looking for a proactive and resourceful administrative professional to support our Chief Marketing Officer as a Senior Executive Assistant. This role is crucial for providing exceptional administrative support, managing projects, enhancing employee engagement, and optimizing the executives' working time. 

The is a full-time, hybrid position based out of our Oakland, CA office with a requirement to work on-site a minimum of 2 days per week. 

What You’ll Do

Executive Support:

• Calendar Management: Keep the CMO’s calendar organized and conflict-free. Field and prioritize scheduling requests in alignment with executive priorities, adapting swiftly to changing circumstances.

• Meeting Support: Schedule meetings, prepare agendas and briefing materials, and take notes with actionable summaries. Ensure the CMO is fully prepped for every engagement.

• Travel Logistics: Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, and travel documentation, with attention to preferences, policies, and cost-efficiency.

• Inbox Management: Triage and organize email inboxes, draft responses when appropriate.

• Executive Time Blocking: Proactively add structured time blocks on the CMO’s calendar to support preparation for meetings and completion of high-priority tasks.

Departmental Support:

• Document Creation & Editing: Draft, edit, and enhance documents and presentations with clear language and visual appeal.

• Expense Reporting: Manage expense submissions through Coupa. Prompt timely receipt gathering from the CMO and submit reports accurately and on time.

• Ad Hoc Tasks: Handle one-off administrative requests, such as document retrieval, research, meeting setup, and presentation preparation.

• All-Hands Coordination: Lead the planning and execution of monthly department all-hands meetings. Own the end-to-end process, including adapting workflows, defining roles, preparing technology and materials, and ensuring smooth delivery.

• Newsletter Management: Drive the process for including marketing updates in the company newsletter. Gather inputs from multiple sources, stage and format content, and ensure timely CMO review and approval before publishing.

• Slack Channel Oversight: Manage marketing-related Slack channels by ensuring appropriate membership, facilitating clear communication, and regularly auditing and archiving channels for relevance.

• HR Liaison: Act as a point of contact with the HR team on behalf of the CMO. Submit requests, track responses, and follow through to completion.

Project & Program Management:

• Task and Workflow Management: Use task management tools to track follow-ups, share updates, and keep work flowing across the executive’s priorities.

• Hiring Support: Partner with Recruiting and Marketing leadership to schedule interviews and support the end-to-end hiring process.

• Performance Review Coordination: Monitor performance review timelines and ensure the CMO completes required conversations, submissions, and documentation by established deadlines.

• Process Improvement: Proactively identify gaps or missing processes within Marketing operations and help design, document, and implement standard operating procedures to close those gaps.

Team & Culture Building:

• Marketing Offsites and Onsites: Plan and support department-wide events, including agendas, travel, meals, logistics, and in-person coordination.

• Team Engagement: Organize team events, gifting moments, and employee recognition initiatives that foster connection and positivity within the Marketing org.

• Swag Credits Management: Ensure swag credits are issued monthly to employees celebrating their work anniversaries, maintaining a consistent and timely recognition process.

• Culture Champion: Monitor organizational health and surface engagement issues.

• Meal & Restaurant Management: Coordinate food orders and manage restaurant reservations for team meals and events.

Skills We’re Looking For

• Proven Executive Support Experience: Strong background supporting C-level leaders, ideally in marketing or high-growth environments, with commitment to a long-term career as a Senior Executive Assistant.

• Project Management Skills: Experienced in coordinating cross-departmental projects and ensuring timely progress and delivery.

• Stakeholder Coordination: Skilled at balancing complex schedules and priorities for both internal and external stakeholders.

• Tech-Savvy: Comfortable working within software development and cloud-based technology environments.

• Presentation Excellence: Adept at creating compelling, visually polished presentations in Google Slides that clearly communicate key messages.

• Proactive & Strategic: Confident, consultative, and forward-thinking in anticipating needs and providing executive support.

• Anticipates Needs: Skilled at identifying priorities early, showing initiative, and fostering a culture of proactivity across the team.

• Organized & Detail-Oriented: Highly organized with excellent project leadership skills, able to manage multiple deadlines, stakeholders, and deliverables simultaneously.

• Analytical Problem-Solver: Demonstrates creativity and an analytical mindset to seek answers and drive solutions independently.

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