Executive Assistant Job at Kairos Power in Alameda

Job Summary

This position provides executive administrative support to the members of the Kairos Power Executive team, with a focus on executive time and task coordination, and interfaces with the various Kairos Power locations. You will directly support 1-2 Executives on day-to-day priorities including but not limited to extensive calendar management, scheduling internal/external meetings, business travel, expense reporting along with other standard responsibilities pertaining to an executive assistant role.

Responsibilities

• Develop and leverage a deep understanding of the needs of the assigned Executives, their work streams, and other key stakeholders.
• Manage complex calendars to support teams in multiple locations and time zones.
• Use prior experience to identify effective time/task management and scheduling solutions to increase productivity and efficiency.
• Organize, prioritize, and appropriately handle time-sensitive, confidential information and ensure any action/attention required is addressed.
• Meeting management: scheduling, drafting agendas, preparing attendees, taking meeting minutes, sending recaps and action items, and scheduling follow-up meetings.
• Conserve executives’ time by anticipating needs; screening/filtering emails; reading, researching, and routing correspondence; collecting and analyzing information; and troubleshooting when needed.
• Manage expense reports and be able to efficiently coordinate domestic and international travel on an as-needed basis.
• Organize, execute, and assist with team activities (all-hands meetings, off-sites, and team social events).
• Other duties as assigned.

Qualifications

• 5+ years of experience as an Executive Assistant or in a similar role, with direct support for VP level and above.
• Bachelor’s Degree preferred.
• Demonstrable project management skills used to build processes and programs to benefit your executives and teams.
• Exceptional communication skills both written, oral, and via presentation format.
• Experience collaborating with team members from different backgrounds and communication styles, and an appreciation for the challenges of supporting a diverse, growing global team.
• An infectious “can do” attitude and enthusiasm/excitement to help change the world.
• A natural bias for action, comfortable delivering on commitments and holding themselves and team accountable; a respectful individual that embraces challenges with an unwavering focus on driving results and meeting milestones.
• Must have expert proficiency in Microsoft Outlook, Word, and PowerPoint.

Physical Conditions

• Remaining in a stationary position, often standing, or sitting for prolonged periods.
• Moving about to accomplish tasks or moving from one worksite to another.
• Adjusting, moving, transporting, installing, positioning, or removing objects up to 20 pounds in all directions.
• Communicating with others to exchange information.

Environmental Conditions

• General office environment.
• Occasional travel to other office locations (Alameda, CA; Albuquerque, NM; Oak Ridge, TN) including occasional visits to field sites and laboratory/testing facilities.
• High-concentration, demanding and fast-paced.

Safety and PPE

• Reading and interpreting hazardous warning signs.
• Reporting issues with equipment or unsafe conditions.

Travel

• Some travel may be required, up to 20%.

Additional Requirements

• Occasionally requires overtime and/or weekends.
• Occasionally requires schedule flexibility.
• Occasionally requires extended hours to support launch and critical project timelines.

The salary range for this position is $80,600 to $94,800 for employees working onsite at our Alameda, CA headquarters. The range provided in this job posting represents the typical range or starting rate of candidates hired in California. Factors that may be used to determine your actual salary may include your education, experience, knowledge, skills, abilities, the market data for your work location, and a comparison to other employees already in the role.

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