Executive Assistant

Summary

Join Docker's remote-first team as an Executive Assistant, providing comprehensive support to two or more executives. You will manage complex schedules, travel arrangements, and communications, liaising with internal and external stakeholders. This role requires exceptional organizational skills, proactive problem-solving, and the ability to handle sensitive information with discretion. You will also contribute to process improvement and team collaboration, assisting with onboarding new hires and managing various logistical tasks. The ideal candidate possesses 5+ years of executive administrative experience, strong calendaring skills, and a proven track record of success in a fast-paced environment. Domestic and international travel may be required.

Requirements

• 5+ years experience providing executive administrative support to Sr. VP levels and or above, across functions and timezones
• High level of discretion, professionalism and integrity
• Excellent oral and written communication skills, with a high degree of diplomacy
• Previous experience & strong calendaring skills using Gmail and Google Calendar in a work environment
• Problem solving skills
• Experience working with other executive assistants in a high-functioning, fast paced environment
• Ability to anticipate the needs of the executive team
• Demonstrated ability to book domestic and international travel (Navan experience preferred, but not required)
• Ability to prioritize, focus and organize your workload each day
• Familiarity with Audio Visual conferencing/event tools such as Zoom (preferred), and or Microsoft Teams)
• Heavy multi-tasker (email, instant messaging, calendaring, project management, etc)
• Ability to plan internal and external offsites, and travel when needed
• Ability to demonstrate a methodical and effective approach to projects and deadlines; proactively communicating progress along the way
• Solid time management skills
• Self-motivated and able to work both collaboratively and independently
• Eager to share knowledge and build awareness; teamwork driven
• Has a growth mindset; improvement oriented
• Active driver’s license
• Valid US passport
• Full understanding of work scope and related teams
• Exercise judgement and innovative solutions
• Share best practices, tools, and techniques for efficient workflows
• Proven track record of managing complex schedules, projects, and communications at an executive level
• A proactive, self-motivated approach with the ability to make independent decisions
• Adaptable to shifting priorities in a dynamic, high-pressure environment
• Able to take direction from Sr. Manager, Office of the CEO

Responsibilities

• Comprehensive, executive-level support for 2 or more executives
• Exceptional travel booking and troubleshooting skills; on-call when an assigned executive team member is traveling
• Liaise and schedule meetings with internal and external stakeholders, such as internal employees, strategic partners, media and customers, while also handling sensitive information with discretion
• Work cross functionally with other team members and build strategic partnerships
• Partner with respective executives to ensure their time is effectively optimized
• Provide back-up support for administrative team members that may be out due to PTO
• Maintain a perfect track record when it comes to handling confidential information
• Manage information flow in a timely and accurate manner
• Assist with the onboarding of executive new hires for your respective teams. Work closely with your execs, IT and HR to ensure new hires are set up for success. Be regularly available as a “new hire buddy” and go-to resource
• Help create and maintain processes and standards; always looking for improvement opportunities
• Assist executives with note-taking, action item tracking in meetings and managing logistics
• Set up conferences, meetings, team offsites, etc.; both virtual and onsite when needed. Available to start early or stay late when events/issues call for it (e.g. company events, travel delays)
• Open to travel domestically and internationally when needed
• Adhoc projects and requests as assigned
• Strategic coordination & thinking amongst the executives and cross-functionally between departments and senior leadership teams

Preferred Qualifications

• Navan experience
• Zoom experience
• Microsoft Teams experience