Arturo
Executive Assistant
Arturo, South Jordan, Utah, United States, 84095
Job DescriptionAs an Executive Assistant, you will play a pivotal role in managing the complex, ever-changing schedules of the VP of Finance, VP of Engineering, and VP of Data Science. Reporting directly to the Chief of Staff, you will also support these executives on a dotted-line basis. This role requires adaptability, organization, and a can-do attitude. The ideal candidate is a proactive problem-solver who can anticipate the needs of busy executives, navigate a fast-paced environment, and handle office management duties with ease. Minor accounting tasks may also be part of the role, and while accounting experience is beneficial, it's not required.
Calendar & Schedule Management: Coordinate and manage complex calendars for the VP of Finance, VP of Engineering, and VP of Data Science, ensuring effective time management and preparation for meetings.Meeting Preparation: Assist in meeting preparation, including assembling agendas, materials, and notes. Ensure follow-up on action items.Office Management: Oversee general office operations, including ordering supplies, managing office equipment, coordinating with vendors, and ensuring a smooth office environment.Travel Coordination: Arrange and manage domestic and international travel for executives, ensuring seamless itineraries.Communication Support: Act as the first point of contact for communications, filtering emails, taking phone calls, and drafting responses when necessary.Minor Accounting Duties (preferred not required):Vendor payables processingExpense reimbursement processingTracking down missing receipts, or other ad-hoc AP support requests.Event Planning: Coordinate logistics for team events, board meetings, and executive offsites.Special Projects: Support the Chief of Staff and executive team on ad hoc projects and tasks as required.Requirements
Exceptional organizational skills and attention to detail.Ability to manage multiple, constantly changing priorities.Proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.Excellent written and verbal communication skills.Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.Ability to maintain confidentiality and handle sensitive information.Flexibility and adaptability to a fast-paced and sometimes chaotic environment.Basic understanding of accounting principles (experience in QuickBooks or similar software is a plus).
Calendar & Schedule Management: Coordinate and manage complex calendars for the VP of Finance, VP of Engineering, and VP of Data Science, ensuring effective time management and preparation for meetings.Meeting Preparation: Assist in meeting preparation, including assembling agendas, materials, and notes. Ensure follow-up on action items.Office Management: Oversee general office operations, including ordering supplies, managing office equipment, coordinating with vendors, and ensuring a smooth office environment.Travel Coordination: Arrange and manage domestic and international travel for executives, ensuring seamless itineraries.Communication Support: Act as the first point of contact for communications, filtering emails, taking phone calls, and drafting responses when necessary.Minor Accounting Duties (preferred not required):Vendor payables processingExpense reimbursement processingTracking down missing receipts, or other ad-hoc AP support requests.Event Planning: Coordinate logistics for team events, board meetings, and executive offsites.Special Projects: Support the Chief of Staff and executive team on ad hoc projects and tasks as required.Requirements
Exceptional organizational skills and attention to detail.Ability to manage multiple, constantly changing priorities.Proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.Excellent written and verbal communication skills.Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.Ability to maintain confidentiality and handle sensitive information.Flexibility and adaptability to a fast-paced and sometimes chaotic environment.Basic understanding of accounting principles (experience in QuickBooks or similar software is a plus).