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Junior Executive Assistant (3-4 Month Contract) at Alation
London, United Kingdom
Job Descrption
• This position requires a mature, highly experienced, tech-savvy, confidential, gracious and caring, focused, and accountable executive administrator who brings a strong work ethic and is comfortable working quickly with meticulous attention to detail and follow-through,
• Previous success in understanding and managing the priorities and time of a super-busy executive is key to this role,
• Bachelor’s degree and/or 2+ years of experience as an executive assistant supporting multiple senior business executives,
• Highly motivated by being of service and continually striving to exceed expectations,
• Flexible, adaptable, and responsive to the executive's work style, preferences, and priorities,
• Startup DNA is a must, as well as experience working in a high-growth company,
• Excellent communication skills, both verbally and in writing,
• A multi-threader – someone who can keep up with a fast pace and coordinate multiple projects simultaneously,
• Strong Project Management... skills with a high level of initiative, judgment, and discretion,
• Acute attention to detail, follow-through, confidentiality, and deadlines; precise execution,
• Works efficiently while also being able to anticipate needs and be proactive and highly dependable,
• A quick study, highly organized, resourceful, and creative problem solver who must be able to anticipate issues, exercise sound judgment, and identify resolutions in a timely manner,
• Develop strong relationships and work collaboratively at all levels inside and outside the organization,
• Proficiency with Slack, MS Office Suite, and G Suite, including mail, docs, sheets, slides, and drive
What the job involves
• This 3-4 month contract role requires the individual to be in the office five days a week,
• Alation is seeking a Junior Executive Assistant to support our executive assistants, and executives, and help with additional administrative responsibilities around our Redwood City office,
• The scope of this role will include a full range of administrative, business, and operational support to leverage and maximize executives’ productivity,
• The Junior Executive Assistant is primarily responsible for organizing, prioritizing, and overall managing the day-to-day needs of our Executive Assistants and Executives managing meetings and travel schedules; planning and coordinating all logistical aspects of the daily schedule; and serving as a key administrative liaison between the executive team, internal teams, external customers, and outside professionals,
• General administrative responsibilities around our Redwood City office,
• Assist in managing various executive calendars, and plan & schedule internal and external meetings accordingly,
• Ability to juggle through complex schedules and take on last-minute requests; ensure executives’ time is strategically prioritized,
• Maintain executives’ workflow and keep track of schedules, deadlines, and logistics,
• Attend leadership staff meetings, prepare meeting agendas and materials/presentations, take notes, and track action items,
• Assist in tracking and managing various projects, ensuring deadlines are met and stakeholders are informed of progress,
• Correspond/coordinate with high-profile contacts and company executives,
• Arrange domestic and international travel with the ability to execute last-minute changes, including developing itineraries and agendas, booking transportation, arranging lodging, solving travel issues, and coordinating onsite and offsite accommodations,
• Prepare and edit correspondence, reports, and presentations; coordinate all logistics, details, and documents needed for meetings and events,
• Manage multiple tasks and deadlines,
• Has a “can-do” attitude and can think outside the box when problems arise,
• Communicate effectively to internal and external stakeholders,
• Maintain confidentiality at all times,
• Collaborate with other executive assistants and provide backup when needed,
• Prepare expense reports promptly
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