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Executive Assistant

Company: Shift
Location: San Francisco
Posted on: May 16, 2022

Job Description:

Job DescriptionAbout Shift!We're a tech company who has built an e-commerce marketplace for customers to buy and sell used cars, all while having an experience that is fun, fair and accessible. We've set out to transform a huge industry using cutting-edge technology, and bring transparency and convenience to the car buying and selling process. We aren't stopping there. We bring that same transparency and convenience to car ownership too, with payments, maintenance, and insurance in one easy app. At Shift, we're building the tools that empower people to buy, own, and sell the cars that make life go.About the Role:The Executive Administrative Assistant's primary role is to facilitate and support the day-to-day responsibilities of the organization's senior leaders. To achieve this goal, this role will oversee assigned projects or activities, coordinate daily schedules/calendar, prepare for meetings, manage travel, etc. The Executive Administrative Assistant will provide a high touch and agile approach to all administrative duties, while being flexible, solution oriented, and thriving under tight deadlines in a fast-paced, highly demanding work environment.What You Will Do:

  • Execute all tasks with operational excellence
  • Reviewing and prioritizing emails and escalating critical matters for resolution
  • Strategically maintain the calendar and all scheduling matters
  • Tracking and compiling expense reports
  • Manage Google calendars and handle all scheduling matters. Schedule appointments and meetings. Coordinate and update any meeting changes that occur during the day.
  • Provide administrative support to ensure effective and efficient meetings. Prepare agendas and issue meeting minutes when required. Gather and organize meeting materials in advance. Reserve conference rooms and work with Office Services for room-setups, audio-visual needs, security, transportation of materials, catering, etc.
  • Proven ability to handle confidential information with discretion.
  • Coordinate complex travel arrangements and detailed itineraries.
  • Interface appropriately with a broad array of internal and external stakeholders, including senior executives, Board members, Company employees at all levels, and external callers and vendors.
  • Organize all logistics of offsite meetings including venues and transportation.
  • Prepare and organize itineraries for incoming visitors. Provide temporary administrative support when needed to visiting executives.
  • Perform project work as requested.
  • Be a resource for the other administrative departmental staff as the Executive Assistant to the company's most senior leadership.What You Will Bring:
    • Exemplary professionalism, diplomacy and discretion when handling matters of a confidential nature
    • Ability to proactively anticipate needs and potential problems and take independent action as appropriate using good judgment and discretion to resolve issues
    • Ability to work with minimal supervision, set goals, create, and implement action plans and monitor progress towards goals
    • Excellent communication, writing and organizational skills
    • Results oriented with the ability to complete assignments in a timely manner
    • Highly detail-oriented, while also being able to grasp the "big picture"
    • Ability to handle multiple priorities and make clear and timely decisions
    • Initiate and execute on project work when requested
    • Ability to work well in a collaborative environment and interact effectively with all levels of management and employees
    • Highly developed customer service skills
    • Strong computer skills are essential. Experience with MacBooks, G Suite, Zoom, and SlackShift is an Equal Employment Opportunity EmployerShift is an equal opportunity employer. SHIFT prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. SHIFT conforms to the spirit as well as to the letter of all applicable laws and regulations.

Keywords: Shift, San Francisco , Executive Assistant, Other , San Francisco, California

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