Executive Assistant
About The Position
Aurora hires talented people with diverse backgrounds who are ready to help build a transportation ecosystem that will make our roads safer, get crucial goods where they need to go, and make mobility more efficient and accessible for all. We’re searching for an Executive Assistant . In this role, you will Manage leaders’ dynamic and complex calendars Plan, coordinate, and ensure the leaders' schedules are protected, striking a balance between "gatekeeper" and "gateway" role Prioritize leaders’ time for internal and external commitments using sound judgment Book and manage travel including flights, hotels, and ground transportation; efficiently manage last-minute changes and ensure all bookings adhere to the company's travel policy Assess necessity, urgency, and frequency when arranging candidate interviews with leaders Gather agenda topics for internal meetings Assist with preparation of presentation decks and internal documentation and communications Participate in leadership-level meetings, recording accurate meeting notes (synthesizing key elements and ensuring clarity and ownership of delegated tasks), concisely communicating outcomes, and following up with team on action items Take appropriate follow-up actions as necessary with little guidance Manage and submit leaders’ expense reports Review and approve leaders’ teams’ expense reports, ensuring submissions are aligned with company’s expense policy Plan and coordinate leaders’ team offsites and onsites Greet and situate visitors with a friendly and professional demeanor Assist with new hire onboarding of leaders’ direct reports Act as strategic partner, facilitator, and liaison for leaders and their teams Become a knowledgeable information resource for leaders, their teams, and the company at large Uphold strict level of confidentiality while promoting an atmosphere of transparency Navigate ambiguity, proactively anticipate needs of teams and leaders, and prioritize commitments - familiarizing yourself with the teams’ priorities and projects Drive continual process improvement, including introducing new processes when appropriate Lead and/or support special projects for leaders and Administration (EA) Team Support cultural initiatives, promote team building and morale, and exemplify company values
Requirements
- Excellent calendar management skills, including the coordination of complex meetings
- Great verbal and written communication skills
- Exceptional attention to detail
- Quick learner with proficiency in a broad array of online tools, including spreadsheets and slide presentations
- Creative problem solver and self-starter
- Able to work collaboratively and calmly, especially in stressful circumstances
- Able to adapt to competing demands in a dynamic business environment
- Exceptional judgment and active foresight
- Good decorum, discretion, and presence in dealing with internal teams and external partners
- Highly resourceful team-player with the ability to also be extremely effective independently
- Ability to achieve high performance goals and meet deadlines in a fast paced environment
- Project coordination experience
- Flexibility to perform job duties outside of normal business hours as necessary
- Ability to handle confidential information with discretion
- Occasional travel required
Responsibilities
- Manage leaders’ dynamic and complex calendars
- Plan, coordinate, and ensure the leaders' schedules are protected, striking a balance between "gatekeeper" and "gateway" role
- Prioritize leaders’ time for internal and external commitments using sound judgment
- Book and manage travel including flights, hotels, and ground transportation; efficiently manage last-minute changes and ensure all bookings adhere to the company's travel policy
- Assess necessity, urgency, and frequency when arranging candidate interviews with leaders
- Gather agenda topics for internal meetings
- Assist with preparation of presentation decks and internal documentation and communications
- Participate in leadership-level meetings, recording accurate meeting notes (synthesizing key elements and ensuring clarity and ownership of delegated tasks), concisely communicating outcomes, and following up with team on action items
- Take appropriate follow-up actions as necessary with little guidance
- Manage and submit leaders’ expense reports
- Review and approve leaders’ teams’ expense reports, ensuring submissions are aligned with company’s expense policy
- Plan and coordinate leaders’ team offsites and onsites
- Greet and situate visitors with a friendly and professional demeanor
- Assist with new hire onboarding of leaders’ direct reports
- Act as strategic partner, facilitator, and liaison for leaders and their teams
- Become a knowledgeable information resource for leaders, their teams, and the company at large
- Uphold strict level of confidentiality while promoting an atmosphere of transparency
- Navigate ambiguity, proactively anticipate needs of teams and leaders, and prioritize commitments - familiarizing yourself with the teams’ priorities and projects
- Drive continual process improvement, including introducing new processes when appropriate
- Lead and/or support special projects for leaders and Administration (EA) Team
- Support cultural initiatives, promote team building and morale, and exemplify company values
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
1,001-5,000 employees
