Executive Assistant

Summary

Join Menlo Security as an Executive Assistant and provide comprehensive support to the President, Co-Founder and GM of Votiro, and Chief Product Officer. This dynamic role demands anticipating needs, critical thinking, and offering solutions with professionalism and confidentiality. You will manage executive calendars, prioritize inquiries, and complete administrative tasks such as preparing documents, reports, and presentations. You will also coordinate meetings, serve as a primary point of contact for internal and external stakeholders, and support the Board of Directors. This position requires strong communication, organizational skills, and the ability to handle confidential information. Menlo Security offers a collaborative and inclusive work culture.

Requirements

• Significant executive support experience, including supporting C-level executives
• Expert proficiency with Microsoft Office/G-Suite and other business applications; ability to design and edit presentations and materials
• Strong verbal and written communication skills
• Exceptional organizational skills and impeccable attention to detail
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, customers, etc
• Ability to make appropriate, informed decisions regarding priorities and available time
• Ability to complete a high volume of tasks and projects with little or no guidance
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
• Able to maintain a high level of integrity and discretion in handling confidential information
• Excellent judgment is essential
• Ability to switch gears at a moment’s notice
• Bachelor's degree required or equivalent work experience
• 5+ years of experience in administrative support functions

Responsibilities

• Provide sophisticated calendar management for executives. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
• Complete a broad variety of administrative tasks that facilitate the executive’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports
• Coordinates executive meetings include documentation of notes, action items and ensures follow ups are completed as needed
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to assigned executives, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the Executive’s style and organization policy
• Serve as a key support/back up person to liaise the Board of Directors as needed. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters
• Work closely with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place and keep executives up to date. Anticipate the executive's needs in advance of meetings, conferences, etc
• Support and coordinate Executive Team meetings and retreats, and assist with staff meetings and events as needed
• Act in a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the executives and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team
• Provide event management support as requested
• Invest in building long-lasting relationships both externally and internally
• Other projects/duties as assigned for the overall benefit of the organization