The Administration team at Confidential (Registered Users Only) provides core administrative support and serves as strategic partners to our business leaders.
You Will:
- Provide strategic partnership to the Senior Vice President of Strategy and Operations and support Leadership Operations for the company.
- Manage highly sensitive and confidential information with the utmost discretion and integrity, serving as a trusted partner within the Office of the CEO to handle executive communications, strategic plans, and sensitive materials seamlessly.
- Translate high-level strategic objectives into actionable operational frameworks, developing repeatable playbooks, standardized processes, and tracking mechanisms to ensure flawless execution.
- Partner with the Head of Operations to proactively identify process efficiencies, track planning milestones, and capture key action items to drive accountability and strategic alignment across the executive team.
- Lead the end-to-end logistics, scheduling, and execution of critical leadership routines.
- Own and enforce meeting governance (e.g., attendee approvals, material submissions) while developing and maintaining "source of truth" trackers, distribution lists, and operational playbooks
- Act as a highly collaborative liaison across various teams, executive levels, and external partners, building strong relationships and fostering a cohesive environment to align priorities and drive company-wide goals forward.
- Expertly manage complex and dynamic international calendars with significant movement, including proactive planning, preparing meeting materials and briefs, and anticipating scheduling conflicts.
- Leverages strategic foresight to design and implement innovative solutions, proactively resolving bottlenecks and optimizing business operations.
- Drive and manage team programs and projects, working closely with executives to define scope and ensure progress.
- Plan and execute impactful team events, including team building activities, off-sites, summits, and other gatherings.
- Serve as a gatekeeper for executives, ensuring their time is optimized.
- Maintain communication channels, meeting notes, project plans, goals, group tasks, and help track key deliverables.
- Meticulously coordinate international and domestic travel arrangements.
- Submit accurate and timely expense reports.
- Draft, edit, and prepare presentations, reports, and other meeting deliverables.
- Engage in frequent written and verbal correspondence with high-profile external clients and partners.
- Collaborate effectively with peers, colleagues, and across various teams to support company-wide projects and goals.
- Contribute to a positive, collaborative, and inclusive team culture.
- Work a full-time, hybrid schedule at our San Mateo office.
You Have:
- A Bachelor's degree or equivalent practical experience, with 8+ years in a direct executive support role.
- Exceptional attention to detail, a proactive and driven approach, and the ability to initiate and complete projects with limited information or resources, finding creative solutions to challenges.
- Proven experience managing projects effectively and meeting deadlines, utilizing various communication and project management tools.
- A strong team-oriented mindset, always willing to assist colleagues and contribute to shared success.
- Excellent judgment and a meticulous approach to your work.
- Ability to work flexible hours as needed to support international leaders and teams.
You Are:
- Highly organized and proficient in calendaring (adept at handling frequent changes and complex scheduling), communication (e.g., Slack, G-Suite), and document management tools.
- Experienced in supporting C suite executives in a highly matrix environment.
- Professional, calm, collected, and highly adaptable in high-pressure situations, demonstrating flexibility and the ability to pivot quickly when crises or unexpected ad-hoc requests arise.
- Experienced in handling confidential information with the utmost discretion and integrity.
- Passionate about technology, with an ability to quickly learn, create, and share new ideas to improve efficiency and processes.
- Responsive and reliable, consistently following through on requests and tasks.
- A strong relationship builder, able to establish rapport with individuals across all levels of the organization and serve as a dependable representative for your executives and team.
- Ability to forge relationships across teams and with peers.
- A high-performing, self-motivated operator with a collaborative spirit.