Executive Assistant and Communications Lead

BlackLine•Pleasanton, CA

99d•$143,000 - $179,000•Hybrid

About The Position

The Executive Assistant and Communications Lead supports the Global Corporate IT team and Chief Information Officer (CIO), helping keep the team focused on priority execution. The role uses knowledge of the team, priorities, and projects to strategically manage schedules and meeting requests, and builds productive relationships with executive assistants, Global IT team members, executive-level staff, clients, and other internal and external stakeholders. The position reports directly to the Chief Information Officer and communicates regularly with BlackLine staff, the Board of Directors, and, on occasion, external clients. This is a dynamic, fast-paced role requiring strong administrative, interpersonal, organizational, communication, and problem-solving skills. The position provides proactive and confidential executive support, including calendar and travel management, expense reporting, meeting preparation and organization, report preparation, offsite planning, and handling information requests. It also supports special projects, strategic initiatives, and analysis of metrics and programs across departments. Candidates must accommodate a hybrid schedule, working onsite at least three days per week at the Pleasanton, California office.

Requirements

At least 6 years of experience as an executive assistant or in an equivalent role supporting senior executives.
Bachelor’s degree or equivalent experience.
High proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
Proficiency with expense reporting systems; Concur is preferred.
Above-average communication skills.
Demonstrated success managing multiple schedules and calendars, anticipating obstacles, and responding to a constantly changing work environment.
Ability to understand the big picture and proactively prevent problems or conflicts.
Knowledge of proper administrative protocol and ability to interact with people in a friendly, professional manner.
Exceptional organizational skills and strong attention to detail.
Ability to solve problems, initiate logical solutions, multitask, and manage multiple projects in a fast-paced environment.
Ability to build and facilitate strong professional relationships with team members and executive management.
Ability to communicate effectively, both verbally and in writing, in one-on-one and group situations.
High level of confidentiality.
Ability to work accurately, flexibly, and optimistically in stressful, high-visibility situations.
Effective travel logistics planning skills.
Ability to accommodate a hybrid schedule that includes working onsite at least three days per week at the Pleasanton, California office.

Nice To Haves

Experience working at a SaaS company that has experienced rapid growth and/or change management.
Experience with Concur expense reporting.

Responsibilities

Maintain awareness of the executive’s obligations and proactively anticipate support needs.
Expand the reach of the Chief Information Officer and, when appropriate, act as the CIO’s proxy in situations or decisions that do not require their full review.
Prioritize conflicting needs, handle matters expeditiously and confidentially, and follow through on special requests under deadline pressure.
Triage problems, reduce distractions for the CIO, and bring pertinent issues to the CIO’s attention in an organized, succinct manner.
Manage special projects across departments as directed by the CIO, and lead strategic initiatives by bringing appropriate teams together to analyze, design, and implement changes or recommendations.
Provide analysis of metrics and insight into projects and departments to help evaluate program efficacy.
Maintain professional working relationships with executive-level staff, clients, and other stakeholders.
Ensure communications, deliverables, and projects are accurate, professional, and appropriate for their audiences.
Schedule meetings for the CIO and other CIO Team leaders based on business priorities; make decisions about timing, recommend attendees, and support meeting effectiveness.
Organize travel arrangements, prepare itineraries and agendas, process expense reports, and compile meeting documents and presentations.
Schedule appointments and proactively manage calendars, balancing attendance at priority meetings with strategic thinking time.
Organize internal and external meetings, video conferences, and conference calls; prepare meeting spaces, contact and facilitate attendees, and arrange required materials and equipment in advance.
Confirm meetings, provide executives with clear meeting directions, and coordinate preparation and advance distribution of meeting materials.
Partner with the executive assistant team and others to support meetings and events as needed.
Prepare reports, plan offsites, and handle information requests.