Executive Assistant, OpenX

• 5+ years of experience supporting senior Level Executives as an executive assistant effectively representing the personal brand of the executive as well as the company’s culture and values; experience in a Tech environment a plus
• Bachelor’s degree or equivalent practical experience
• Extensive technical skills with Google Workspace, Zoom type meetings, Slack, Concur, and Travel planning software, among other tools; demonstrated ability to adopt technical tools quickly Self-starter who can operate independently and effectively with minimal supervision, anticipate needs and move quickly from one task to another; creative problem solver, seeks "win-win" solutions; energized by challenges with superb attention to detail
• Excellent interpersonal skills and business acumen; ability to communicate with team members, partnering well across OpenX, and external parties at all levels
• Experience with event planning & coordination to include support for large meetings, off-sites
• Ability to travel to our location in Chicago for client meetings, events and back-up support to office operations
• Experience working remotely

Desirable

• As the Executive Assistant you will support multiple executives across departments delivering on OpenX’s priorities.
• You will work with the executives to handle the daily management of complex work-flows, including: relationship management, schedule oversight, logistical planning for meetings and event planning, heavy calendaring and coordination of travel and expenses.
• Our ideal candidate will enhance office effectiveness and efficiency by managing multiple priorities, anticipating needs, and helping to resolve day-to-day issues.
• Our ideal candidate is a professional who takes initiative, pays attention to detail, has exceptional problem-solving skills, and possesses the ability to adapt on the fly!
• Strategically and thoughtfully support our leaders across multiple time zones in the U.S. and globally -completing a broad variety of administrative tasks including, but not limited to, managing extremely active calendars; completing expense reports; preparing and posting reports; arranging complex and detailed travel plans, itineraries, and agendas; playing host to high-profile groups of visitors and guests; and other administrative duties
• Develop an understanding of the group and Open X’s priorities and commitments to ensure the executive's productivity daily. Proactively and with limited supervision, anticipate needs and follow through diligently, often using knowledge of the executive, their direct reports, external parties, and company values to make decisions that lead to more effective executive attention and communication
• Maintain the executives’ calendars in a purposeful manner, ensuring meetings contain the appropriate attendees, agenda items, and any changes are done with full consideration of a global team, spanning multiple time zones; as applicable ensure executive is prepped and briefed as necessary for each meeting
• Seamlessly coordinate travel including air and ground transportation, hotel reservations, security, visas, and any other travel documentation. Review and reconcile all incoming expense and travel reports for accuracy and compliance with corporate policy
• Orchestrate rock-star style events such as team off-sites and team building activities for executives and their teams
• Work flexible hours to support global business meetings; some travel is required
• Provide backup support for office coordination, including managing onsite logistics such as receiving and sending packages, restocking office and kitchen supplies, coordinating vendor visits for maintenance or repairs, and ensuring the overall functionality and presentation of the workspace
• This is a hybrid role that may require regular in-office attendance to effectively support operations and employee experience