Executive Assistant providing top - level support to CEO and COO in fast - growing BPO company. Managing calendars, communications, and office tasks with high attention to detail.
About the role
- Office Coordinator & Executive Assistant at G2 managing schedules and streamlining office operations. Providing strategic support to leadership and enhancing team collaboration.
Responsibilities
- Act as a ‘eyes & ears’ for your executive, providing insights and engaging in strategy discussions while managing their time to prioritize high-impact activities and strategic time blocks to ensure energy management.
- Provide comprehensive support to your executive and the wider Product R&D team.
- Managing calendar scheduling and logistical support - balancing priorities to ensure they can focus on high-impact activities that drive the business while also ensuring they have adequate downtime to maintain energy.
- Coordinating internal and external communications on behalf of your executive, flagging opportunities for promoting G2 Brand
- Handling expense reports, preparing presentations, and arranging travel
- Supporting your executive with ad hoc projects
- Foster unity and enhance collaboration within the Product R&D team by organizing team-building initiatives as well as streamlining communication to ensure the global team is in alignment
- Organizing and coordinating the logistics for major PR&D gatherings and important leadership forums including Quarterly Leadership Syncs and Quarterly Product Syncs in APAC & US
- Organize and coordinate the logistics for key PR&D communication platforms including: The monthly Product Team All Hands meeting, The Product segment within the Company All Hands meeting, The Sprint Showcase (a 6 week show and tell of all product advancements), Annual Kick-off coordination for US & APAC for Product team, Maintaining the weekly operating cadence of the Product Leadership Team
- Managing building access for guests and employees and addressing office-related inquiries.
- Overseeing vendor relations to ensure a consistent supply of office and kitchen essentials.
- Purchasing necessary office supplies and coordinating the scheduling of repairs for office spaces and equipment.
- Handling the receipt and dispatch of mail and packages.
- Facilitating office maintenance and improvement projects, including providing occasional on-site tech support with IT.
- Supporting office culture by leveraging the office as a strategic asset for fostering a collaborative work environment, particularly during key periods such as kick-off and sync weeks (e.g. organizing our annual holiday party, ordering lunch catering for all hands days, etc)
- Exploring opportunities where time/efficiency is gained via automation or AI
Requirements
- 3+ years of experience as an executive assistant and/or office administrator in any industry
- Excellent written and verbal communication skills
- Strong time management skills & ability to work proactively
- Demonstrated ability to multitask and prioritize projects effectively
- Exceptional interpersonal skills and professionalism; ability to use discretion when dealing with confidential information
- Proficient with Google Suite and experience working with technology set-up like Zoom conference rooms
- Strong Computer skills and ability to quickly learn company-specific software programs
Benefits
- flexible work
- ample parental leave
- unlimited PTO
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