Executive Assistant

CWAN is looking to hire an experienced Executive Assistant to support ourexecutives in the Bay Area including our;Chief Technology Officer, Chief Financial Officerand our technology executivesat our office in San Jose. This is a hybrid role, with 4 days (M-T) a week at our office. This person will be the culture carrier,office in charge and chief event organizer for  leading CWAN’s Bay area office, a small but mighty outpost in our sprawling worldwide map. 

This position involves managing executive calendars, collecting and preparing crucial information for meetings from all hands and townhalls to staff meetings and one on ones, providing high-level administrative support on areas including domestic and international travel, expenses and confidential recruiting with discretion, and maintaining effective communication. The Executive Assistant must be self-sufficient, adaptable and unflappable. Understanding CWAN’s organization, coordinating travel, streamlining communication, and managing projects are key responsibilities. Some basic office management activities in coordination with others is also required as part of this role. Overall, the Executive Assistant ensures seamless operations at CWAN, requiring competence, discretion, independence, and minimal supervision. 

Responsibilities: 

• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals 

• Performs high-level, confidential administrative support 

• Effective communicator, both verbally and with written correspondence 

• Possesses the ability to complete complex tasks and projects quickly with little to no guidance 

• Reacts with appropriate urgency to situations that require a quick turnaround, and takes effective action without having to know the total picture 

• Processes monthly expense reports efficiently, contributing to financial accountability

• Assists with organizing CWAN annual company party and other office events, like occasional lunches

• Assists with stocking the pantry, places orders, maintains office supplies, works with property management on office matters 

• Understands basic company organization, working relationships, and business partner roles and responsibilities  

• Tracks and helps drive completion of key deliverables and follows up on outstanding items 

• Streamlines inbound/outbound communications, maximizes productivity, and ensures all requests receive attention with the proper level of urgency 

• Acts as a liaison to executive’s direct reports, coordinates team activities, and manages other key administrative activities for the team as needed  

• Works with peers and other executives in Boise, Chicago, New York City and globally, and maintains a positive attitude, when under pressure and in a rapidly changing environment 

• Partners with Facilities, IT, and security to resolve any logistical issues, contributing to a smooth operational environment 

Qualifications:                         

• Bachelor's degree in business administration, communication, or related field 

• 6+ years’ experience in an executive administration role supporting executive / senior leaders in a software company 

• Exemplary planning and time management skills, as well as verbal and written communications skills and the ability to interact effectively with internal and external partners 

• Ability to multitask and prioritize daily workload 

• Excellent knowledge of MS Office suite 

• Strong attention to detail, accuracy, confidentiality, and ability to meet deadlines 

• Bright, high-energy individual, with a passion to learn and contribute 

• Discretion and confidentiality 

• Requires little instruction on day-to-day work and general instruction on new assignments 

• Knowledge of South Bay, and the broader Bay Area, for logistical support for events and activities 

• Financial markets understanding preferred (or the desire to learn)