We’re looking for a well-organized and proactive Executive Assistant/Project Manager to support our VP of Engineering.
To succeed in this role, you must be meticulously organized, a thoughtful communicator, and process guided. If you’re adept at interacting with staff at all levels of the organization in a fast-paced environment, this is the opportunity for you!
A critical part of this role is to understand the priorities of the company and to effectively prioritize time amongst many conflicting priorities, and serve as a reliable point of contact/liaison for internal and external parties. Your ability to exercise both sound judgment and discretion is key. You will ensure that the office is efficient, moves at the speed of the business and is responsive to our associates, leadership team and external partners. You have a strong internal drive, are focused on relationships, and maintain the highest standards of professionalism. This role also requires strong leadership skills, analytical and problem-solving skills and hands-on experience in project management skills.
What You’ll Do:
- Act as the point of contact between KeepTruckin VPs and internal/external clients
- Proactively working with other EA’s to optimize cross-collaboration and ease communication across orgs
- Maintain multiple calendars and recurring meetings; prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed
- Coordinate arrangements for internal/external meetings, conference calls; compile and disseminate materials for meetings and calls as required
- Support multiple members of the senior leadership team
- Roll out initiatives like on-boarding program and rewards program to improve engineering efficiency
- Help on procurement process, event and budget planning
- Work autonomously to manage projects and maintain communication with interested parties
- Plan and execute on team building events and off-sites
- Serve as a department and company “cultural ambassador” to reinforce team and company culture
- Prepare and schedule activities such as travel arrangements, internal and external business meetings, client or third-party appointments, conferences and general office events, including scheduling of conference room use and catering needs
- Help with rolling out promotion processes and training programs
- Maintain expenses using Expensify; review and coordinate approval of all expenses including processing accounts payable invoices
What We’re Looking For:
- 3+ years of experience supporting a senior executive or leadership team at a fast-growing company. Prior experience supporting engineering or product execs highly referred
- Outstanding communication skills, both written and verbal
- High level of confidentiality, discernment, and judgment
- Exceptional organizational skills. You are able to handle continuous change, shifting priorities, and interruptions without losing focus of tasks
- Strong time management and prioritizing skills
- Manages stakeholders effectively
- Strong sense of humility, maturity, and adaptability under pressure
- Bachelor’s degree
- Self-motivated, with initiative and the ability to take ownership of, and follow through with, specific tasks