Executive Assistant, NA Operations

Visa-posted about 24 hours ago
Full-time • Mid Level
Hybrid • San Francisco, CA
5,001-10,000 employees
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We are hiring a highly organized and efficient administrator to join our North America Executive Office team to provide general administrative support. This role is ideal for someone who wants broad exposure to the inner workings of a Regional Executive office, delights in organization and logistics, and is interested in growing their executive administrative and business acumen. Their primary stakeholders will be the NA Head of Business Operations, NA Chief of Staff, Regional President’s Senior Executive Administrator and the Executive Assistants of the North America Leadership team.

  • Establish and maintain effective and cooperative professional business relationships with all levels of management, employees, and outside contacts.
  • Handle all materials with the highest levels of discretion and professionalism
  • Perform team support duties including ordering office supplies, booking meeting rooms, and updating distribution lists.
  • Maintain Regional President’s content management system: organize weekly and key workstream folders, upload files, and maintain efficient structure for quick access to information
  • Coordinate on-site client meetings in Mission Rock as the primary point of contact for non-SF Sales teams and Executive Assistants, responsibilities may include reserving conference rooms, arranging catering, managing building access and guest Wi-Fi, printing materials, escorting guests, and ensuring IT support
  • Plan and execute Regional President’s client dinners and marquee client gifts
  • Maintain spreadsheets of key client contacts for routine and crucial communications in partnership with NA Chief of Staff and Events teams.
  • Coordinate North America Leadership Team onsite and offsite logistics, including conference rooms, catering, team dinners/events, hotel suggestions, ensuring IT support, and other logistical arrangements.
  • Manage and maintain the North America Leadership Team meeting calendar, Outlook events, and milestone recognitions program
  • Serve as designated backup to the Regional President’s Senior Executive Administrator.
  • Manage calendar, appointments, and travel for Head of North America Business Operations and NA Chief of Staff as required.
  • Provide site support for team activities such as group meetings and team outings.
  • Coordinate on-boarding of new employees.
  • Working with facilities to assist with space management, workspace move requests and submit facilities work orders.
  • Coordinate and prepare agendas, materials, and minutes for meetings, conferences, and events.
  • Assist with travel arrangements for visiting team members.
  • Assist with developing and updating PowerPoint presentations, Excel spreadsheets, and other charts and documents in support of team activities.
  • Be available to provide last-minute assistance with administrative tasks as needed.
  • Adapt to changing priorities and support both operational and event-related activities.
  • Act as a liaison, problem solver, and facilitator for the department.
  • Provide support for misc. projects and initiatives.
  • Manage and maintain department T&E budget and expense reports.
  • This role will require occasional off-hours work and responsiveness, as well as occasional errands.
  • 5 or more years of relevant work experience with a Bachelors Degree or at least 2 years of work experience with an Advanced degree (e.g. Masters, MBA, JD, MD) or 0 years of work experience with a PhD
  • Must be located in San Francisco
  • 6 or more years of work experience with a Bachelors Degree or 4 or more years of relevant experience with an Advanced Degree (e.g. Masters, MBA, JD, MD) or up to 3 years of relevant experience with a PhD
  • 2.5+ years of administrative experience supporting senior executives.
  • Experience in event planning and/or project coordination experience.
  • Excellent verbal and written communication skills.
  • Strong organizational, time management, and problem-solving skills.
  • Ability to work independently and collaboratively with minimal supervision.
  • Attention to detail and accuracy.
  • Friendly, approachable, team-oriented, culture builder and able to create a welcoming environment .
  • Flexibility and adaptability to changing priorities and deadlines.
  • Must be proficient in Microsoft Office and other relevant software.
  • Fluency in M365 Copilot and Power Automate is a plus.
  • Medical
  • Dental
  • Vision
  • 401 (k)
  • FSA/HSA
  • Life Insurance
  • Paid Time Off
  • Wellness Program
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