Executive Assistant

PayPal•Washington, DC

4d•$30 - $49•Hybrid

About The Position

This job provides day-to-day support to management, ensuring the smooth, efficient operation. It involves managing schedules, coordinating meetings, and expense tracking on behalf of the VPs. The assistant is responsible for preparing reports, organizing travel arrangements, Maintaining and updating databases and SharePoint sites, ensuring data accuracy, organization, and accessibility for stakeholders. Additionally, they may assist in project management tasks, liaising with other departments, and ensuring that deadlines are met. Scope: This job typically supports 2 or more Vice Presidents.

Requirements

3 years of relevant work experience
Bachelor’s Degree.
Notary Public experience or ability to become a Notary Public.
Proven ability to independently exercise sound judgment, prioritize appropriately, show initiative and problem solve.
Must have demonstrated strong interpersonal and communication skills (both written and verbal), to include speaking clearly and persuasively with all levels in the organization.
High degree of flexibility and adaptability; including the ability to work outside of regular business hours.
Outstanding planning & organizational skills and meticulous attention to detail.
Respect for confidentiality and discretion to properly handle sensitive information.
Ability to confidently interface with executive-level contacts inside and outside the company.
A “can-do” attitude that focuses on getting the job done in a highly collaborative and positive way.
Ability to work with a diverse group of colleagues that are located in different time zones.
Advanced knowledge of MS Office and related tools, including Outlook, Excel, Word, Forms and PowerPoint with the ability to create high-quality presentations, spreadsheets, surveys, and correspondence required.
Excellent time management skills and ability to adhere to deadlines.
Ability to work independently, meet deadlines in a fast-paced changing environment, and resolve issues with minimal supervision.
Must be results focused and highly energetic to drive the defined team and organizational goals.
Natural willingness to step up and take on projects/tasks necessary to support PayPal.
Exhibits professionalism, a strong attention to detail, and a high degree of integrity.

Nice To Haves

Prior experience working for a publicly traded company preferred.

Responsibilities

Manages calendar of the executive and daily work with some instruction from others.
Performs general administrative duties such as travel, expenses, department distribution list, purchase orders, ordering supplies in accordance with standard procedures & practices.
Engage and collaborate with the immediate team & internal partners.
May act as a delegate for the executive when reviewing and approving expense reports
Proactively identifies opportunities to increase efficiency and improve processes, anticipating the needs of the executive & team
Collaborate regularly with peers and internal partners while developing and maintaining strong relationships.
Fully own, build and maintain the calendars of the primary executives you support. This includes advance planning, adjusting calendars to address urgent requests, managing incoming calendar emails and applying considered and appropriate judgment, including judgment about when to seek input direct from the executives you support.
Understand overall group priorities and align schedules and meetings appropriately.
Actively support team and leadership meetings. This includes meeting coordination and logistics, such as ensuring technology availability, slide sharing, agenda distribution, as well as assisting with notes and follow-up actions.
Effectively and efficiently coordinate virtual and in-person off-sites for team and leadership meetings, including agenda, logistics, travel and special events.
Plan, coordinate and execute legal department events.
Consistently and proactively suggests and introduces new ways of working to improve effectiveness.
Makes travel arrangements expeditiously, accurately and in a cost-effective manner.
Coordinates site visits (virtual and physical) of executives, including partnering with local legal leadership to develop a full itinerary (meeting times, special events, socials, dinners), transportation logistics and required travel documents.
Manages expense reports to ensure on-time submission with required detail and accuracy
Onboards suppliers, prepares and tracks purchase orders, invoice payments and expense reports to ensure accuracy and timely payments to suppliers.
Maintain and update organizational charts, distribution lists and team meeting participants for the relevant legal teams.
Handle incoming & outgoing courier, inter-office mail and post, as well as supporting on outgoing correspondence.
Assist with registration and hosting any visitors coming to the site.
Support onboarding of new employees and AWFs.
Partner and network with other PayPal administrative assistants in order to collaborate, identify common challenges and opportunities for development, obtain information, solve problems and successfully navigate PayPal processes and policies.
Completes ad-hoc and/or on-going projects and special assignments that ranges from financial/budget reporting, professional presentations, information gathering, budget/process planning, and following-up on key meetings decisions.
Ensures absolute confidentiality of all sensitive information and communications.
Embody and role model PayPal’s Values, One Team Behaviors and champion PayPal Policies.
Provide general administrative support as required.