Executive Assistant (Mountain View)

About this Role

We are seeking a highly skilled and proactive Executive Assistant to provide dedicated support to the Senior Vice President (SVP) of Engineering & Operations as the primary focus. Additionally, this role will involve supporting the VPs in engineering & supply chain operations.  The ideal candidate will be a strategic partner with exceptional communication and organizational abilities, capable of anticipating needs in a fast-paced environment. This role requires a self-motivated professional who can seamlessly manage complex schedules, prioritize critical tasks, and facilitate effective communication with both internal teams and external partners.

Key Responsibilities:

Calendar & Schedule Management:

• Primarily manage and oversee the calendar of the SVP, coordinating meetings, calls, and events with precision while providing secondary support to the calendars of other VPs as needed.
• Prioritize and optimize the VPs’ time by avoiding scheduling conflicts and ensuring preparedness for all engagements.

Strategic Communication:

• Serve as the primary liaison between the VPs, internal stakeholders, and external partners, handling communications with clarity, professionalism, and confidentiality.
• Draft, review, and prepare high-quality emails, reports, presentations, and other communications on behalf of the SVP.
• Support the tracking of departmental goals, OKRs, and major deliverables, providing regular updates to the SVP.

Travel Coordination:

• Arrange and manage all aspects of travel for the VPs, including flights, hotels, ground transportation, and detailed itineraries.
• Ensure all travel plans are aligned with the VPs’ schedules, making adjustments as necessary to accommodate last-minute changes.

Meeting & Event Support:

• Facilitate preparatory work and alignment for meetings and events ensuring stakeholders are briefed, and objectives are clearly defined beforehand.
• Prepare and distribute agendas, materials, and presentations for meetings involving the SVP.
• Attend meetings, take detailed minutes, and distill critical takeaways from discussions.  Provide the executive with a concise summary and actionable plan, ensuring timely follow-up on all assigned action items.
• Assist in the planning and execution of internal and external events involving the VPs, ensuring all logistics are handled flawlessly.

Documentation & Record Keeping:

• Maintain organized digital and physical filing systems for easy retrieval of documents.
• Handle sensitive information and documents with the utmost discretion and confidentiality.

Prioritization & Time Management:

• Proactively manage multiple tasks and projects, ensuring deadlines are met, and priorities are aligned with business objectives.
• Act as a gatekeeper to ensure the VPs’ focus remains on high-impact activities.

Expense & Budget Management:

• Process and monitor expense reports for the VPs, ensuring accuracy and compliance with corporate policies.
• Manage travel budget by tracking expenses, ensuring alignment with budgetary guidelines, and optimizing cost efficiency for executive and team travel.
• Oversee headcount budget management by tracking departmental headcount changes and providing feedback to the executive to support strategic hiring decisions.
• Collaborate with finance and department leads to manage budgets effectively, identify cost-saving opportunities, and support optimized financial planning for departmental and project needs.

Support for Supply Chain & Operations:

• Support Supply Chain by managing NDA processes, coordinating external vendor documentation and assisting with Statements of Work (SOW) to ensure compliance and alignment with organizational standards.
• Assist in the preparation of and distribution of press releases and other communication related to supply chain activities, working closely with relevant teams to ensure messaging aligns with company objectives. 

Qualifications:

• Bachelor’s degree or equivalent experience preferred.
• Minimum of 4 Years experience as an Executive Assistant, preferably in a corporate environment, supporting senior executives.
• Exceptional organizational, time-management, and multitasking skills.
• Strong verbal and written communication abilities, with experience interacting with external partners.
• Proficiency in Google Workspace and Microsoft Office Suite.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Strong attention to detail with excellent problem-solving skills.
• Highly motivated and proactive, with the ability to work independently, anticipate needs, and take initiative to solve problems in a fast-paced environment. 
• Professional demeanor with excellent interpersonal skills.
• Flexibility to adapt to changing priorities, with a commitment to meeting deadlines.

Preferred Qualifications:

• Prior experience working at a start-up
• Prior experience supporting engineering organizations
• Familiarity with project management tools like Asana

This role offers an exciting opportunity for a seasoned Executive Assistant to make a significant impact by primarily supporting the Senior Vice President (SVP) and offering additional support to other executives as required. If you excel in a high-energy, results-oriented setting, we invite you to apply and contribute to our dynamic team’s success.