Administrative Assistant (Contract) Job at Alation in Redwood City

Customers trust the Alation Data Intelligence Platform for self-service analytics, cloud transformation, data governance, and AI-ready data, fostering data-driven innovation at scale. With more than $340M in funding - valued at over $1.7 billion and nearly 600 customers, including 40% of the Fortune 100 - Alation helps organizations realize value from data and AI initiatives.

Alation has been recognized in 2024 as one of Inc. Magazine's Best Workplaces for the fifth time, a testament to our commitment to creating an inclusive, innovative, and collaborative environment.

Collaboration is at the forefront of everything we do. We strive to bring diverse perspectives together and empower each team member to contribute their unique strengths to live out our values each day. These are: Move the Ball, Build for the Long Term, Listen Like You're Wrong, and Measure Through Customer Impact.

Joining Alation means being part of a fast-paced, high-growth company where every voice matters, and where we're shaping the future of data intelligence with AI-ready data.

Join us on our journey to build a world where data culture thrives and curiosity is celebrated each day!

Job Description:

Alation is seeking an Administrative Assistant to support our executive assistants, and executives, and help with additional administrative responsibilities around our Redwood City office. The scope of this role will include a full range of administrative, business, and operational support to leverage and maximize executives' productivity. The Administrative Assistant is primarily responsible for organizing, prioritizing, and overall managing the day-to-day needs of our Executive Assistants and Executives managing meetings and travel schedules; planning and coordinating all logistical aspects of the daily schedule; and serving as a key administrative liaison between the executive team, internal teams, external customers, and outside professionals.

This position requires a mature, highly experienced, tech-savvy, confidential, gracious and caring, focused, and accountable executive administrator who brings a strong work ethic and is comfortable working quickly with meticulous attention to detail and follow-through. Previous success in understanding and managing the priorities and time of a super-busy executive is key to this role.

What You'll Do:

• General administrative responsibilities around our Redwood City office.
• Assist in managing various executive calendars, and plan & schedule internal and external meetings accordingly.
• Ability to juggle through complex schedules and take on last-minute requests; ensure executives' time is strategically prioritized.
• Maintain executives' workflow and keep track of schedules, deadlines, and logistics.
• Attend leadership staff meetings, prepare meeting agendas and materials/presentations, take notes, and track action items.
• Assist in tracking and managing various projects, ensuring deadlines are met and stakeholders are informed of progress.
• Correspond/coordinate with high-profile contacts and company executives.
• Arrange domestic and international travel with the ability to execute last-minute changes, including developing itineraries and agendas, booking transportation, arranging lodging, solving travel issues, and coordinating onsite and offsite accommodations.
• Prepare and edit correspondence, reports, and presentations; coordinate all logistics, details, and documents needed for meetings and events.
• Manage multiple tasks and deadlines.
• Has a "can-do" attitude and can think outside the box when problems arise.
• Communicate effectively to internal and external stakeholders.
• Maintain confidentiality at all times.
• Collaborate with other executive assistants and provide backup when needed.
• Prepare expense reports promptly.

What You'll Need:

• Bachelor's degree and/or 2+ years of experience as an administrative assistant supporting multiple senior business executives.
• Highly motivated by being of service and continually striving to exceed expectations.
• Flexible, adaptable, and responsive to the executive's work style, preferences, and priorities.
• Startup DNA is a must, as well as experience working in a high-growth company.
• Excellent communication skills, both verbally and in writing.
• A multi-threader - someone who can keep up with a fast pace and coordinate multiple projects simultaneously.
• Strong Project Management skills with a high level of initiative, judgment, and discretion.
• Acute attention to detail, follow-through, confidentiality, and deadlines; precise execution.
• Works efficiently while also being able to anticipate needs and be proactive and highly dependable.
• A quick study, highly organized, resourceful, and creative problem solver who must be able to anticipate issues, exercise sound judgment, and identify resolutions in a timely manner.
• Develop strong relationships and work collaboratively at all levels inside and outside the organization.
• Proficiency with Slack, MS Office Suite, and G Suite, including mail, docs, sheets, slides, and drive.

***This 3-4 month contract role requires the individual to be in the office five days a week. The hourly rate will vary based on experience between $50-$60/hr ***

Alation, Inc. is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regards to that individual's race, color, religion or creed, national origin or ancestry, sex (including pregnancy), sexual orientation, gender identity, age, physical or mental disability, veteran status, genetic information, ethnicity, citizenship, or any other characteristic protected by law.

The Company will strive to provide reasonable accommodations to permit qualified applicants who have a need for an accommodation to participate in the hiring process (e.g., accommodations for a job interview) if so requested.

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