Role Summary

We are seeking an experienced and highly organized Executive Assistant to provide comprehensive support to our CEO. This on-site, senior-level role combines executive administrative support with light office management responsibilities to ensure smooth day-to-day operations. The Executive Assistant will act as a trusted partner to the CEO, managing critical tasks to keep their focus on strategic objectives, while also contributing to the efficiency of the office environment.

Responsibilities

Executive Operations Management:

Manage the CEO's complex calendar, ensuring time is allocated efficiently and strategically
Coordinate meetings, handle scheduling conflicts, and prepare materials to ensure the CEO is fully prepared
Organize travel arrangements and maintain itineraries

Inbox and Communications Management:

Triage and manage the CEO's email inbox, identifying critical messages and prioritizing responses
Draft and review communications, ensuring professionalism and confidentiality in all correspondence

Meeting and Event Coordination:

Plan and organize meetings and events, including agenda preparation, material compilation, and follow-up on action items
Coordinate logistics for internal and external meetings, as well as on-site or off-site events

Financial and Budgetary Assistance:

Support the CEO with tracking budgets and managing financial reporting
Collaborate with the finance team to reconcile and process expenses

Office Management:

Oversee light office management responsibilities, including managing office supplies, maintaining common areas, and liaising with vendors
Serve as the on-site point of contact for operational needs and ensure the office runs smoothly

Special Projects and Strategic Support:

Partner with the CEO on special initiatives, conducting research, preparing presentations, and driving key deliverables
Anticipate needs and provide proactive support to optimize workflows

Requirements

Qualifications

Experience And Education

Minimum 7-10 years of experience as an Executive Assistant, with prior experience supporting C-level executives in an on-site role
Experience with office management responsibilities is a plus
Bachelor's degree or equivalent experience required

Technical Proficiency

Advanced skills in Microsoft 365, calendar management tools (e.g., Outlook), and expense reporting software
Proficiency with modern communications tools, such as Slack, Zoom (including Zoom Rooms)

Communication and Organizational Excellence

Demonstrates exceptional verbal and written communication skills, enabling effective engagement with diverse stakeholders
Excels at managing multiple priorities and deadlines with precision, ensuring smooth and proactive execution of tasks

Professionalism and Problem-Solving

Maintains the highest levels of integrity and discretion when handling sensitive information.
Anticipates challenges, identifies opportunities, and develops creative, practical solutions in fast-paced, high-pressure environments

Benefits

This is an on-site role at our Santa Clara office, with occasional opportunities for remote work.

T45 Labs and its affiliated companies are committed to fair and equitable pay practices and may also consider additional compensation elements such as bonuses, equity, and benefits as part of the total rewards package.

The anticipated salary range for this position is $120,000 - $162,000 annually, based on San Francisco Bay Area market data. Actual compensation offered may vary depending on factors such as experience, skills, qualifications, and abilities relevant to the role, as well as the geographic location of the individual hired.

Please note that the top of the salary range is reserved for candidates who demonstrate exceptional qualifications and experience directly aligned with the requirements of the role. Most candidates should expect to receive an offer within the mid-range of the posted range, based on these considerations.

T45 Labs

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