Executive Assistant and Operations Coordinator

About the Company

Our client, a leader in creator-led growth, provides the operating system trusted by over 1,300 global brands and agencies. With a mission to make businesses more human and humans more impactful, the company operates by values emphasizing intentionality, excellence, collaboration, and being a good human. Recognized as a best place to work and a Fastest-Growing Company on the Deloitte Technology Fast 500™ for four consecutive years, this organization is also lauded by IDC MarketScape, The Forrester New Wave™: Influencer Marketing Solutions, and G2. They embrace a flexible work model combining in-person and remote work to foster collaboration and innovation. Join this dynamic team to help transform the industry.

About the Role: Executive Assistant and Operations Coordinator

The Executive Assistant and Operations Coordinator provides essential high-level administrative support to the CEO and CFO, alongside coordinating office operations for the Chief People Officer. This pivotal role ensures seamless communication, efficient co-working space functionality, and provides access to resources that empower teams to work autonomously. As a primary liaison between executives, internal teams, and office management, the position skillfully balances executive support with operational coordination within a dynamic, fast-paced setting. The ideal candidate will be highly organized, adaptable, proactive, and possess strong problem-solving capabilities, with a natural talent for managing priorities and executing tasks with exceptional precision.

Key Responsibilities

Executive Support & Coordination

• Assist in managing complex scheduling for executive leadership, effectively prioritizing meetings across multiple time zones.
• Plan and coordinate a variety of internal meetings, leadership retreats, town halls, and company-wide events.
• Manage executive travel logistics, including flights, accommodations, transportation, and comprehensive itinerary development.
• Process and track executive and company expenses, ensuring strict compliance with financial policies.
• Create and process purchase orders (POs) for executive and operational expenses, coordinating closely with finance and procurement teams.
• Support executives with thorough meeting preparation, diligent project tracking, and critical deadline management.
• Act as a liaison between executives and key stakeholders, facilitating seamless and effective communication.
• Assist in coordinating communication and alignment across various cross-functional teams.

Co-Working Space Coordination

• Guide team members to relevant Notion pages for location-specific information, including conference room bookings, day pass acquisition, and access to key policies.
• Track office usage, assist with contract renewals, and provide usage reports to HR for strategic planning.
• Collaborate with the Finance department to ensure timely rent and utility payments for all co-working spaces.
• Support team members in obtaining keycards or temporary access, ensuring adherence to established security procedures.
• Maintain and regularly update office-related resources within Notion, guaranteeing accuracy and accessibility.
• Provide logistical support for workspace adjustments, such as coordinating moves, redesigns, or optimizations, without day-to-day management.
• Monitor lease agreements, renewal deadlines, and vendor contracts, escalating any issues as necessary.

Required Qualifications

• A natural talent for administration, thriving on organization, structure, and precise operational task execution.
• Proven experience in executive administration, office management, travel coordination, and expense processing.
• Demonstrated strong organizational and multitasking abilities to manage both executive support and office operations seamlessly.
• Dynamic and adaptable individual who thrives in a fast-paced environment, adept at adjusting priorities and agile problem-solving.
• Excellent communication skills crucial for effective liaison between executives, teams, and office management.
• Proficiency in Google Suite, expense management platforms (e.g., Navan, Expensify), and facility management tools (e.g., WeWork, Industrious).
• Ability to handle confidential information with utmost discretion and professionalism.
• Proactive and resourceful, taking initiative, working independently, and excelling in managing multiple priorities.

What You Will Get From the Company

• Work with talented, collaborative, and friendly people who are passionate about their work.
• Access a comprehensive learning platform for training and tools to ensure success from day one.
• Enjoy surprise meal stipends to enhance your work-from-home experience.
• Benefit from excellent work/life harmony, including 15 days vacation, floating and set holidays, wellness allowance, and paid parental leave.
• Comprehensive health coverage: medical, dental, vision, life, and disability insurance.
• Secure your future with a 401k (USA) plan.
• Receive a work-from-home stipend to set up your ideal home office.

Key skills/competency

• Executive Support
• Operations Coordination
• Calendar Management
• Travel Logistics
• Expense Processing
• Google Suite Proficiency
• Organizational Skills
• Problem-Solving
• Stakeholder Communication
• Confidentiality