Essential Responsibilities

• Anticipate the Exec’s needs and act proactively to address them, including preparing meeting materials, briefing documents, and agenda items in advance.
• Monitor deadlines and follow up on action items, ensuring timely completion of tasks and facilitating effective decision-making.
• Ensure agendas and necessary documents / materials are provided 24 hours prior to a scheduled meeting 100% of the time
• Proactively manage the Execs calendar, including scheduling, prioritizing appointments, and coordinating all internal and external meetings.
• Attend meetings as needed, with a focus on driving organizational efficiency
• Manage travel logistics to include, flights, hotel, car rental, reimbursements, etc.
• Work closely with administrative staff and Chief of Staff to continually streamline and simplify meetings and team workflow across May
• Supporting multiple Senior Executive staff
• Answers general calls and emails for the main office and greets visitors.
• Ensure the Executive team is kept up to date on relevant news and information by sending announcements, newsletters, etc.
• Provide support for across teams such as marketing, sales, people, operations for special projects
• Plan company events including social, professional development, and business development
• Manage, process, and review expenses for the executives, and their team’s direct reports as needed
• Partner consistently and efficiently with other members of the EA team and cross-functional partners across the org
• Schedule internal and external meetings with a variety of cross-functional partners
• Coordinate meetings across time zones
• Respond and take action on a high volume of slacks and emails with urgency and professionalism
• Map out and circulate meeting agendas, facilitate meetings, and manage post-meeting follow-ups
• Other duties as assigned

Skills and Abilities

Success in this role typically requires the following competencies:

• Impeccable discretion and integrity when handling confidential or sensitive information
• Ability to understand and relate to the agile startup and engineering mindset
• Excellent written, verbal, and presentation skills
• Strong attention to detail and highly-organized
• Ability to multitask and adapt to shifting priorities in a fast-paced work environment
• Passionate about self-driving cars and their impact on the world

Qualifications and Experience

Candidates most successful in this role typically hold the following qualifications or comparable knowledge or experience:

Required

• 7 + years of experience supporting multiple Senior Executives.
• Experienced in executive scheduling, team coordination, and flexible environments
• Demonstrated a high level of initiative and professionalism.
• Strong time management and problem-solving skills with the ability to prioritize work.
• Outstanding written and verbal communication skills, with close attention to detail.
• Strong organizational skills with the ability to define and take on new responsibilities
• Ability to handle highly confidential information with sensitivity and professionalism.

Desirable

• Experience using Google Suite
  
  

Physical Requirements

• Standard office working conditions which includes but is not limited to:
• Prolonged sitting
• Prolonged standing
• Prolonged computer use

Travel required? - Minimal: 1%-10%

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