Executive Assistant and Communications Lead

Executive Assistant To Chief Information Officer

This role is key to keeping the Global Corporate IT team focused on priority execution. This role uses knowledge of the team, priorities, and projects to schedule meetings and calls to best advantage, deciding what requests have priority. This role interfaces with other EAs as well as Global IT team members directly and is expected to build good working relationships at all levels.

Responsibilities include:

managing multiple calendars, arranging travel, and managing expenses, meeting preparation and organization, preparing reports, planning offsites, and handling information requests. This is a dynamic, fast-paced organization and this position requires a high-energy individual with strong administrative and interpersonal skills. This position reports directly to the Chief Information Officer and communicates regularly with internal Black Line staff, but also communicates with the Board of Directors and, on occasion, with external clients.

You'll Get To:

• Maintain up-to-date awareness of the executive's obligations to proactively assist and/or anticipate needs; able to provide support to leaders before they realize they need it.
• Expand the reach of the Chief Information Officer.
• Prioritize conflicting needs, handle matters expeditiously, proactively and confidentially, and follow through on a variety of special requests to successful completion, often with deadline pressures.
• Act as a proxy for the CIO in certain situations and decisions not needing their full review; ensure confidence and trust so that you can learn and act in this manner.
• Manage a variety of special projects, as directed by the CIO, across departments.
• Provide analysis on various metrics, and insight into the workings of various projects and departments, to evaluate the efficacy of certain programs.
• Develop and maintain productive and professional working relationships with executive level staff, as well as clients.
• Exercise strong attention to detail, ensuring that all communications, deliverables, and projects are accurate, professional, and audience-appropriate.
• Comfortable behind the stage, supporting the person in the spotlight; thrives on helping others be their best selves and anticipating their needs before they are spoken.
• Triage problems to reduce distractions and allow the CIO to focus on what's most important to the company while also bringing pertinent issues to their leader's attention in an organized, succinct manner.
• Schedule meetings for the CIO and other CIO Team leaders using knowledge and understanding of the key business priorities of the CIO Team and leaders ively make decisions about the timing of meetings, suggest attendees that may have been overlooked, and provide overall collaborative support to make the meeting and the team more effective.
• Demonstrate comprehensive knowledge of the overall department's function.
• Lead strategic initiatives as directed by the CIO; own the effort and bring the right teams together to analyze, design and implement change or recommendations.
• Provide a broad variety of administrative tasks including, but not limited to, organizing travel arrangements, preparing and processing expense reports, preparing itineraries and agendas; and compiling documents and presentations for meetings.
• Schedule appointments and proactively manage calendars, ensuring attendance of executive(s) and other key attendees in support of priorities while providing strategic thinking time for the executives you support.
• Organize internal and external team meetings, video conferences, and conference calls, including preparation of meeting rooms, contacting attendees, facilitating their attendance, and ensuring that required informational materials and equipment are prepared in advance.
• Confirm all meetings, prepare the executive for meetings with clear directions, proactively work with the appropriate team members to ensure proper meeting materials are prepared and sent in advance, and prep meetings if needed.
• Partner with the executive assistant team and others to provide help with meetings and events, as needed.
• Candidates must be able to accommodate a hybrid work schedule, which includes working on-site at least three days per week from our Pleasanton, CA office.

What You'll Bring:

Years of Experience in Related Field: 6+ years of experience as an executive assistant or equivalent role supporting senior executives

Education:

Bachelor's degree or equivalent experience Technical/Specialized Knowledge, Skills, and Abilities:
Highly proficient in Microsoft Office applications:
Word, Excel, Outlook, PowerPoint Proficiency in expense reporting systems, preferably Concur

• Above-average communication skills.
• Proven success in managing multiple schedules and calendars, with the ability to anticipate obstacles and respond to a constantly changing working environment
• Ability to understand the big picture and be pro-active to prevent problems/conflict
• Knowledge of proper administrative protocol and the…