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Senior Executive Assistant, Co-Founder + Head of People

Atlan

Atlan

Administration, People & HR
San Francisco, CA, USA
Posted on Monday, January 22, 2024

What We Are Building:

  • As a Senior Executive Assistant at Atlan, you will play a crucial role in supporting our Co-Founder and Head of People. This remote position demands a versatile professional with 5-8 years of experience in executive support. You will be instrumental in maintaining the rhythm of the business, managing logistics, and ensuring the seamless execution of our leaders' priorities.

Your Impact:

  • Calendar Management: Efficiently manage daily schedules, prioritise conflicting commitments, and understand key priorities.
  • Travel Coordination: Coordinate domestic and international travel, process expense reports, and assist in budget management for travel and events.
  • Rhythm of the Business: Own and manage the rhythm of the business, including meeting agendas, note-taking, and follow-up on action items.
  • Event Management: Schedule and coordinate logistics for conferences, special events, and company-wide initiatives.
  • Liaison and Trusted Partner: Act as a liaison for the Co-Founder and Head of People, exchanging information with senior leaders, customers, board members, and cross-functional teams.
  • Proactive Problem Solving: Anticipate the executives' needs, proactively assemble resources to solve problems, and bring forth new ideas to enhance team efficiency.
  • Communication and Coordination: Work cross-functionally to ensure efficient communication between teams and meet deadlines with an organised approach.
  • Team Events: Lead, drive, and execute various team events, socials, and offsite meetings.
  • Backup Support: Provide backup support for other EAs in the department, fostering efficient teamwork.

What Makes You A Great Match?

  • Minimum of 5-8 years of experience in executive support, with a focus on supporting multiple executives.
  • Proven track record of maintaining complete confidentiality on all business matters.
  • Demonstrated ability to actively manage projects in a fast-moving, high-pressure environment.
  • Flexibility to work independently or partner with a variety of teams.
  • Willingness to support (when needed) during out-of-office hours. Ability to travel as needed (up to 20%).

Skills required:

  • Proficiency in Google Workspace/Docs and Microsoft Office Suite.
  • Experience with web-based scheduling and collaboration tools.
  • Strong communication, planning, organisational, and analytical skills.
  • Ability to quickly learn new tools and technologies.
  • Excellent time management skills and attention to detail.
  • Entrepreneurial spirit and a desire for constant improvement.
  • Excellent common sense and the ability to make appropriate judgement calls autonomously.

KPI's:

  • Efficiency in managing executives' calendars and priorities.
  • Accuracy and timeliness in travel coordination and expense processing.
  • Effectiveness in event management and coordination.
  • Proactive problem-solving and contribution to streamlined team processes.
  • Satisfaction of the Co-Founder and Head of People with executive support.

What we value:

  • Diversity: We strongly believe in growing a diverse team and encourage people of all backgrounds, genders, ethnicities, abilities, and sexual orientations to apply.
  • Growth Mindset: We value high-performing individuals who dig into problems and see opportunities for success.
  • Truth and Authenticity: We believe in individuals who seek and speak the truth, fostering an environment where everyone can be their whole selves at work.
  • Continuous Improvement: We value those who believe improvement is always possible, fostering an environment where everything is a work in progress.Teaching and Learning: We emphasise an environment of teaching and learning, equipping employees with the tools needed for success within their function and the company.