Executive Assistant, Observe.AI

• Bachelor’s degree in business administration or related field
• 10+ years of experience as an Executive Assistant, preferably supporting multiple C-level executives
• Exceptional verbal and written communication skills
• Advanced proficiency in Microsoft and Google Suite products
• Strong organizational and time management skills with the ability to prioritize tasks effectively
• Excellent attention to detail and ability to maintain confidentiality
• Proven experience in editing professional business presentations
• Ability to work in a fast-paced environment and handle multiple projects simultaneously
• Flexibility to adapt to changing priorities and work outside regular business hours when required
• This role requires high professionalism, critical thinking and problem solving, and the ability to anticipate needs before they arise. The perfect candidate will thrive in a dynamic, fast-paced environment, have a passion for details, and excel at supporting high-level executives
• If this describes you perfectly, we encourage you to apply for this challenging and rewarding position

Desirable

• We seek a highly skilled and experienced Executive Assistant to provide comprehensive support to our executive team, including the Chief Customer Officer, Chief Product Officer, Chief Revenue Officer, Chief People Officer, Chief Financial Officer, and Chief Marketing Officer
• The ideal candidate will be a proactive problem-solver with exceptional communication skills, a bias for action, and strong planning abilities
• Executive Support
• Manage complex schedules and calendars for six executives ensuring efficient time management and minimizing conflicts
• Coordinate executive meetings with CEO EA
• Coordinate high-level meetings, including preparing agendas, materials, and follow-up action items
• Handle sensitive and confidential information with the utmost discretion and professionalism
• Act as a liaison between executives and both internal and external stakeholders, maintaining clear and effective communication
• Facilities Management
• Space Management
• Optimizing workspace layouts
• Ensuring shared spaces are clean and functional
• Providing appropriate amenities and equipment
• Regulatory Compliance - Facilities managers ensure adherence to various regulations, including:
• Fire safety codes
• Accessibility requirements
• Environmental regulations
• Vendor and Contract Management - This includes managing relationships with third-party contractors and service providers
• Travel and Event Management
• Coordinate complex travel arrangements for executives, including flights, accommodations, and ground transportation as requested
• Work with the People team to organize and manage company events, conferences, and off-site meetings
• Presentation and Document Preparation
• Create high-quality, visually appealing business presentations using Google, Microsoft, and other relevant software
• Develop and maintain a system for organizing and retrieving important documents and information
• Project Management
• Assist with special projects as assigned by the executive team
• Track progress on executive initiatives and provide regular status updates
• The successful candidate will be a strategic partner to our executive team, contributing to our organization's overall efficiency and effectiveness