Executive Assistant

Summary

Join XPRIZE as an Executive Assistant and provide high-level administrative support to several C-level executives. You will manage complex calendars, coordinate travel arrangements, handle meeting logistics, and provide general administrative support. This role requires 3-5 years of experience supporting multiple C-level executives and proficiency in various software applications. The position offers a competitive hourly rate, an annual incentive, and a comprehensive benefits package, including paid time off. XPRIZE is a remote-first environment, offering flexibility and work-life balance. The ideal candidate is highly organized, detail-oriented, and possesses exceptional communication and time management skills.

Requirements

• 3-5 years of experience supporting multiple C-level Executives
• 1+ years experience using Google Suite of tools
• 2+ years experience using MS Office Suite
• Minimum 1 year experience supporting Executives in different time zones and locations
• Exceptional organizational abilities and high level of attention to detail
• Experience working with modern remote-office technologies (Zoom, Slack, Asana, etc.)
• Exceptional time management skills, with the ability to consistently prioritize tasks and manage deadlines with minimal supervision
• Proven listening, writing and communication skills across various platforms (memos, emails, letters, instant messaging apps)
• Maintain absolute confidentiality internally and externally
• Demonstrated maturity and emotional intelligence to handle, direct and/or resolve sensitive matters
• Anticipate needs and quickly adapt to changes as they arise, overcoming roadblocks before they become problems
• Ability to multitask, work with conflicting deadlines, manage a heavy calendar, and make adjustments on the spot
• Self-starter who takes a proactive approach to solve problems
• Personable, professional and calm demeanor; displays grace under pressure
• Patience, flexibility, and a good sense of humor
• Willingness to think and act creatively

Responsibilities

• Work with each Executive to determine calendaring support needs
• Coordinate with Executive team members to align calendars and organize meetings
• Using discretion, communicate internally and externally regarding scheduling availability as needed with Executive and work teams
• Manage a heavy calendar, to include scheduling and coordinating calls and meetings.  Handle email responses with both internal and external stakeholders
• Understand meeting objectives and prioritize frequently changing business needs and key stakeholder demands
• Ensure Executive team members have all necessary and pertinent meeting participant details. Provide updates to any changes in meeting participation prior to start time and determine with Executive team members if that changes the scope of meeting or requires rescheduling
• Work with the Executive team to determine which meetings the EA will attend. Take meeting notes, capture deliverables, and report back to the supported Executives
• Update the Foundation Collaboration Calendar to track any out-of-office occurrences (vacations, travel, etc.) for the office of these Executive team members
• Coordinate frequent domestic and international travel to include airfare, hotel, and ground transportation while ensuring all plans fall within the Foundation’s Travel and Entertainment policy
• Processing expense reports and overseeing expense report filing
• Managing Purchase Order process from creation to payment
• Ordering meals as necessary
• Work with supported teams and other EA/AAs in support of the Foundation
• Prepare Google Slides/ PowerPoint presentations as needed
• Prepare correspondence including memos, emails and other communiques for a varied audience
• Special Projects as assigned

Preferred Qualifications

• Action Oriented
• Manages Ambiguity
• Collaborates
• Communicates Effectively
• Manages Complexity
• Decision Quality
• Interpersonal Savvy
• Nimble Learning
• Being Resilient
• Resourcefulness
• Situational Adaptability
• Tech Savvy
• Instills Trust
• Optimizes Work Processes

Benefits

• The anticipated compensation for this position is $33.00/hour to $38.00/hour and may also qualify for an annual incentive
• This role is eligible for our extensive benefits package and generous paid time off including vacation, sick, and holidays
• XPRIZE is a remote-first environment