Executive Assistant & Project Manager

BlackLine•Los Angeles, CA

6h•Hybrid

About The Position

As a key member of the marketing organization, this role will provide support for the day to day operation of the leadership team, including event planning and scheduling, tracking the execution of various group initiatives, preparing management reports and presentation, and collaborating with other departments, customers and partners. This role interfaces with the Marketing Team and other departments directly and is expected to build good working relationships at all levels. Responsibilities include: managing multiple calendars, arranging travel, and managing expenses, meeting preparation and organization, preparing reports and presentations, planning offsites, handling information requests, and managing group communications and internal and external events. This is a dynamic, fast-paced organization, and this position requires a high-energy individual with strong administrative and interpersonal skills. This position reports directly to the Chief Marketing Officer, communicates regularly with internal BlackLine staff, executives, and external clients and partners.

Requirements

Years of Experience in Related Field: 10+ years of experience as an executive assistant or equivalent role supporting senior executives with project management experience
Education: Bachelor's degree or equivalent experience
Technical/Specialized Knowledge, Skills, and Abilities:
Highly proficient in Microsoft Office applications: Word, Excel, Outlook, PowerPoint
Proficiency in expense reporting systems, preferably Concur
Excellent communication skills.
Proven success in managing multiple schedules and calendars, with the ability to anticipate obstacles and respond to a constantly changing working environment
Ability to understand the big picture and be pro-active to prevent problems/conflict
Knowledge of proper administrative protocol and the ability to interface with all types of people in a friendly and professional manner
Exceptional organization skills
Strong attention to detail, ensuring that all communications, deliverables, and projects are accurate, professional, and audience-appropriate
Ability to solve problems and initiate logical solutions
Ability to multitask and manage multiple projects in a fast-paced environment
Build and facilitate strong professional relationships with team members and executive management
Ability to communicate effectively in one-on-one and group situations- both written and verbally
Requires a high level of confidentiality
Ability to work well, accurately, and with flexibility and optimism in stressful, high-visibility situations
Effective travel logistic planning skills.

Nice To Haves

Experience working in a SaaS company that has experienced rapid growth and/or change management.

Responsibilities

Maintain up-to-date awareness of the executive's obligations to proactively assist and/or anticipate needs; able to provide support to leaders before they realize they need it; and expand the reach of the leadership team
Prioritize conflicting needs, handle matters expeditiously, proactively and confidentially, and follow through on a variety of special requests to successful completion, often with deadline pressures.
Act as a proxy for the CMO and leadership team in certain situations and decisions not needing their full review; ensure confidence and trust so that you can learn and act in this manner.
Manage a variety of special projects, as directed by the leadership team, across departments.
Provide analysis on various metrics, and insight into the workings of various projects and departments, to evaluate the efficacy of certain programs.
Develop and maintain productive and professional working relationships with executive level staff, as well as clients and partners.
Exercise strong attention to detail, ensuring that all communications, deliverables, and projects are accurate, professional, and audience-appropriate.
Comfortable behind the stage, supporting the person in the spotlight; thrives on helping others be their best selves and anticipating their needs before they are spoken.
Triage problems to reduce distractions and allow the leadership team to focus on what's most important to the company while also bringing pertinent issues to their leader's attention in an organized, succinct manner.
Schedule meetings for the CMO and other Marketing Team leaders using knowledge and understanding of the key business priorities of the Marketing Team and leaders at BL.
Actively make decisions about the timing of meetings, suggest attendees that may have been overlooked, and provide overall collaborative support to make the meeting and the team more effective.
Demonstrate comprehensive knowledge of the department's overall function.
Lead strategic initiatives as directed by the CMO; own the effort and bring the right teams together to analyze, design and implement change or recommendations.
Provide a broad variety of administrative tasks including, but not limited to, organizing travel arrangements, preparing and processing expense reports, preparing itineraries and agendas; and compiling documents and presentations for meetings.
Schedule appointments and proactively manage calendars, ensuring attendance of executive(s) and other key attendees in support of priorities while providing strategic thinking time for the executives you support.
Organize internal and external team meetings, video conferences, and conference calls, including preparation of meeting rooms, contacting attendees, facilitating their attendance, and ensuring that required informational materials and equipment are prepared in advance.
Confirm all meetings, prepare the executive for meetings with clear directions, proactively work with the appropriate team members to ensure proper meeting materials are prepared and sent in advance as well as prep meetings if needed.
Partner with the executive assistant team and others to provide help with meetings and events, as needed.