Executive Assistant

Position Overview

The Executive Assistant will provide advanced onsite administrative support to the CEO and CFO, with additional support to the General Counsel as needed, in a fast-paced, dynamic environment.

The successful EA will provide a world-class experience to all partners internally and externally, including the executive team, board members, investors, and customers. The EA will be an avid problem-solver with crisp communication and astute attention to detail.  The EA will be a valued business partner, maintaining alignment with the executives they support and our ever-evolving business.

This role will require 4-5 days/week in the San Jose office with some exceptions during executive travel.

Essential Job Functions and Responsibilities:

• Provide sophisticated and meticulous administrative support to the CEO, CFO, and General Counsel.
• Manage busy and ever-changing executive calendars with accuracy and astute attention to potential conflicts.
• Plan and coordinate Board Meetings and investor/customer meetings, including assistance with preparation of Board Book and greeting of meeting attendees.
• Assistance with tracking and driving the completion of key deliverables. Follow up on outstanding issues.
• Assist with the coordination of travel and ensure that executives and the receiving parties are up to speed on changing itineraries.
• Proactively solicit agendas, attendee lists, and organize attendee preparation when needed.
• Organize, prepare, and track expense reports using Concur.
• Handle professional communications, including incoming email, calls, and mail.
• Assist with formatting, editing, and consolidation of presentations and other MS Office documents.
• Manage external vendors and contracts as needed, including maintenance of Legal Library
• Be responsive to emails/texts/phone calls, with some contact occurring outside regular business hours.
• Participate in the planning of special events, which could include sourcing locations, negotiating hotel/venue rates, coordinating travel, planning, and managing activities for offsites, meals, managing RSVP’s, etc.
• Coordinate audio/visual and IT needs for onsite, offsite, and video conference meetings, as needed.

 

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Required Qualifications:

• Minimum of 4 years of experience supporting C-level executives in a tech, med device, or mature publicly traded company environment; CEO or CFO experience is required.
• Ability to work onsite up to 5 days per week (4 days minimum and 5 as needed).  
• Experience in a fast-paced technology environment.
• Excellent written and verbal communication, with the ability to communicate confidently and tactfully at all levels, both internally and externally.
• Demonstrates a widely polished, professional, articulate, and a can-do attitude.
• Meticulous organization and planning skills. Sharp attention to detail.
• Flexible. Able to easily manage ever-changing schedules and competing priorities with grace.
• Strong sense of urgency. Able to shift gears quickly and prioritize tasks as necessary.
• Proactive. Able to anticipate needs before they arise and solve problems effectively.
• Demonstrated ability to exercise good judgment, discretion, and confidentiality in all tasks.
• Exceptional technology skills with a passion for continuous improvement and streamlining.
• Sound sense of judgment and intuition on matters that require quick decision-making, specifically prioritizing tasks and multitasking.
• Ability to flex with the business needs and work outside of regular business hours as needed.
• Adept in PowerPoint, Excel, Word, Outlook & IT/tech savvy.

Desired Qualifications:

• Experience administering a Board Portal (BoardVantage experience is a plus)
• Current Notary certification is a plus

 

The Annual Salary Range for this role will be:  $165,000-$195,000 *

                                                                                                                       

We feel passionately about pay equality.  Discretionary adjustments to the position’s starting compensation may be made in consideration of other relevant factors pertaining to eligible applicants, including, but not limited to, their specific skills, level, geographical location, and comparison to other employees already in the same or similar roles.

*This range represents our good-faith and reasonable estimate regarding what we reasonably expect to pay for this position at the time of posting. 

 

Outset also offers the following benefits:

• Medical 
• Dental
• Vision
• EAP/Mental Health
• Life Insurance/AD&D
• Short/Long Term Disability
• FSA (Dependent & Healthcare)
• HSA w/ Employer contribution
• Commuter Benefits
• 401K w/ company match
• ESPP
• Fertility benefits
• Wellness initiatives
• Legal Assistance
• Pet insurance
• Financial Advisement & Wellbeing
• Tuition Reimbursement
• Student Loan Payback
• Employee discounts
• Professional Development/Learning
• Collaboration Days (lunch onsite)
• Happy Hours/Karaoke
• PTO/Sick time
• Holidays + Volunteer Day