Sr. Leadership Administrative Partner

Sr. Leadership Administrative Partner

Location:

Irvine, California Duration: 8 + Months

• AI GEMINI NOTES
• Concur
• Cross functional Collaboration
• GSuite
• NAVAN

This team is constantly moving and requires a great deal of support and collaboration from the support team. An ideal candidate will have worked in a fast paced environment, is proactive and stays 3 steps ahead, can problem solve in the moment, pivot, take action and move things. Start up experience is beneficial, experience working with very direct communication, and is thick skinned.

Highly organized and communicative. Experience with cross functional collaboration. Open to signing an NDA.

This document outlines the scope of work for the Contract Role Executive Assistant supporting the Design Studio Leaders.

• Chief Design Officer: Main, Full Support
• Sr. Director, Exterior Design: Light Support
• Senior Director, UI/UX Design: Light Support
• TBD: Pending additional light support for other leaders for cross functional requests – only when they need to meet with other senior leaders, very rare.

The Executive Assistant (EA) is the "heartbeat of the studio", serving as a critical hub for operations and communication. This role requires responding to urgent tasks and ensuring CDO is kept informed of daily, weekly, and monthly changes. You will thrive in a fast-paced, upbeat environment with a fun organization and coworkers. While CDO has an operational team to prioritize his schedule on a weekly basis, this role will focus on monitoring and adjusting his schedule to accommodate everyday changes as needed.

• Communication Gateway: Keeping design leaders and Operations Team (Core Group that helps Jeff) and Jeff in contact.
• Urgent Response: Responding to urgent tasks and keeping everyone looped into changes.
• Onboarding: Calendar will already be set up; you will mirror the current EA for one month prior to her maternity leave to learn the day-to-day operations.
• Studio Culture: Fun, upbeat environment with fun coworkers.
• Required Attitude: Resilient professional with strong cross-functional communication skills and a proactive approach to navigating ambiguous or fast-paced environments.
• Hours: Studio Core Hours are 9 AM–5 PM, but available via text with Jeff for urgent items when needed.
• Travel/WFH: Travel is not required. WFH days are optional on CDO's travel days (typically Mondays and additional days based on the week).

• Provide Full Calendar Support.
• Gatekeeper: Leaders will only come to you for scheduling meetings with CDO, whose schedule is back-to-back.
• Priority Alignment: Work with four Operations support staff to align on priority meetings each week, presenting them to Jeff together on Tuesdays.
• Schedule Adjustment: Role is to shift and adjust CDO's schedule as needed for urgent cross-functional meetings and to keep up with CEO meetings that shift.
• Categorization: Labels will be created on Gmail Calendar for Weekly, Monthly, and Quarterly meetings, plus recurring CEO meetings, to help you schedule properly.
• Proactive Management: Text CDO and the Support Team when meetings are running long or to get CDO to his next meeting when he is running late. He will come ASAP when texted.

• Travel Arrangements: Use the NAVAN System to update flights if things shift and arrange any travel needs to other locations.
  • Note: CDO's Monday Palo Alto trips and rental cars will already be booked.
• Expense Reports: Submit to the Coupa system on the last week of the month for the corporate card (used for CSO's lunches and some office supplies).
• Inbox Support (Minimal): Schedule any meetings CDO needs with people outside.
  • CEO Coordination: Communication with the Office of the CEO and other Senior Leader EAs to move Jeff's schedule daily to work around the CEO's changing schedule.
  • Tags: Tags on the Inbox (To Read ASAP, Updates, and To Approve) are already set up.
• Design Agendas: Update Excel Agendas for recurring Design Reviews by adding agendas…