Executive Assistant and Site Program Manager

Celonis•New York, NY

14d•Hybrid

About The Position

We're Celonis, the global leader in Process Intelligence technology and one of the world's fastest-growing SaaS firms. We believe there is a massive opportunity to unlock productivity by placing AI, data and intelligence at the core of business processes - and for that, we need your help. Care to join us? Celonis USA is the fastest-growing division of one of the world's leading SaaS companies with a $13B valuation. Our NY office is a vibrant hub where innovation meets collaboration. As an Executive Assistant, you'll join a dynamic team dedicated to supporting our leaders and ensuring seamless operations. We value proactive individuals who are eager to grow and make a significant impact within our organization. The Role: We are seeking a highly organized and proactive Executive Assistant to support 1 SVP and 2 VPs/directors overseeing a combined team of over 250+ reports. In this role, you will manage complex calendars, coordinate travel arrangements, and oversee various administrative functions to ensure the smooth operation of our NYC based Engineering team. Your goal will be to become a trusted business partner to the directors, helping to identify and address potential blind spots related to people or projects.

Requirements

3+ years of relevant work experience- direct executive support, workplace coordination, program/ project management.
Bachelor's degree
Proven ability to manage time efficiently and prioritize multiple stakeholders, functions and tasks in an extremely fast-paced environment with a large volume of requests.
Flexibility to adapt to changing priorities and work in a fast-paced, dynamic environment.
Experience identifying gaps and then initiating, implementing systems, processes, or programs that address them.
Extreme attention to detail, organized and responsive.
Very strong interpersonal skills.
Very strong verbal and written communication skills.
Experience working with all levels of management, employees, vendors and customers.
Proactivity and demonstrated leadership skills and the ability to influence and motivate teams towards common goals.
Strong commitment to quality, excellence, and continuous improvement in Site operations and customer service.
Visa sponsorship is not offered for this role.

Responsibilities

Administration: Perform an extensive array of core administrative tasks: Effectively manage and maintain complex calendars for Engineering Leadership, prioritizing and executing a high volume of requests.
Manage team budget, travel and expenses; process all expenses and reimbursements; manage invoices and Purchase Orders.
Create, organize and maintain team mailing lists, folders and drives.
Cross-Functional Collaboration : Foster and role-model collaboration across various internal teams and departments, such as workplace, finance and HR to support the team's needs and initiatives.
Operations: Build efficiency and effective responsiveness into existing operations, and help define new operational strategies, such as streamlining new hire onboarding or establishing a review process.
Team onsites/Events: Initiate, Plan and Execute team onsites and events as well as the content and flow of large scale meetings such as All Hands, QBRs and leadership reviews.
Employee Morale and Engagement: Regularly gauge morale by actively engaging with employees at all levels to understand their concerns and needs. Use these insights to develop and execute strategies for improving employee satisfaction, such as team-building events, recognition programs, and other morale-boosting activities jointly with the local leadership team.