Ea Specialist Ii

Summary

Join BigCommerce as an Administrative Specialist II and become the primary point of contact for senior executives. You will manage complex calendars, arrange travel, handle confidential correspondence, and prioritize competing demands. This role requires strong organizational and communication skills, experience supporting executives in a technology company, and the ability to work independently and as part of a team. You will be responsible for a wide range of administrative tasks, from expense reports to event planning, and will act as a liaison between executives and various stakeholders. The ideal candidate is proactive, resourceful, and able to handle confidential information with discretion. BigCommerce offers a dynamic and supportive work environment.

Requirements

• Bachelor's degree or equivalent experience
• Strong work tenure: five to 10 years of experience supporting executives, preferably in a technology company
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, external partners and customers
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle stressful situations, confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Responsibilities

• Manage an extremely active calendar of appointments
• Complete expense reports
• Compose and prepare correspondence that is sometimes confidential
• Arrange complex and detailed travel plans, itineraries, and agendas
• Compile documents for travel-related meetings
• Plan, coordinate and ensure the executive's schedule is followed and respected
• Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access to the executive's time and office
• Communicate directly, with customers, employees, and others, on matters related to the assigned executives’ work
• Research, prioritize, and follow up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response
• Work closely and effectively with the assigned executives to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the assigned executive updated
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the executive’s ability to effectively lead his/her department
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
• File and retrieve corporate documents, records and reports
• Open, sort and distribute incoming correspondence, including faxes and email
• Assist the facilities team by greeting visitors and determine whether they should be given access to specific individuals and performing general office duties such as ordering supplies and maintaining records management database systems, as needed
• Prepare expense reconciliations and work with internal accounts teams
• Organize lunches, pay bills, make purchases and assist with banking errands
• Establish, develop, maintain and update filing systems and documents; including but not limited to the company data room and Executive files; Retrieve information from files when needed
• Lead, plan and assist in scheduling, planning and executing offsite events for employees and outside guests; Assist and coordinate with the facilities team to do the same for onsite events as needed
• Participate as an adjunct member of the assigned executive’s leadership team including assisting in scheduling meetings and attending some or all meetings
• Assist in coordinating the agenda of leadership team meetings and off-sites, and all staff meetings
• Facilitate cross-divisional coordination of travel and outreach plans
• Organize senior team outings and social events
• Edit and complete first drafts for written communications to external stakeholders

Preferred Qualifications

• Google suite experience
• Adobe Acrobat