Why User Success and Why Now:

 

In User Success, we have a relentless focus on creating loyal users by helping them realize business value, within all accounts and account segments. With the overall user experience transformation happening in our industry, we understand driving continuous adoption of our technology is paramount to a successful engagement with our users and as such, we have created a User Success Team focused on increasing adoption and satisfaction with all our products, ensuring our accounts and users are successfully meeting their business goals.

 

What you’ll do:

 

As Executive Assistant, we will rely on you to provide full administrative support to multiple team leaders. On a day-to-day basis you will be managing cross-functional leaders’ calendars, while supporting the overall team. We need your help in organizing meetings via videoconference, onsite and offsite meetings. In this role, ability to excel working with complex and different personalities diplomatically is needed. Responsibilities include:

 

• Manages advanced calendar needs for the Chief Success Officer, including making calendar decisions on their behalf to effectively prioritize their time and resources 

• For the Chief Success Officer, coordinate advanced domestic and complex international travel (flights, hotel, rental cars, etc.) with multiple connections and countries. This includes advanced understanding travel visas and documentation as well as expense reconciliation

• Maintain and proactively schedule “rhythm of the business” calendaring meetings, such as All Hands meetings, quarterly business review meetings, and larger cross-functional meetings with leadership as well as sharing resources and key materials

• Manage complex meeting requests for Senior Directors and above

• Manage the coordination and logistics of both internal and external meetings
• Organize all aspects for offsite conferences and external events, including catering and transportation
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
• Produce high quality emails and messages to individuals at all levels of the organization
• Maintain Executive Bio up to date
• Handle regular activities without prompting, and advise in advance with issues or delays
• Lead and coordinate ad hoc projects as requested
• Develop and maintain positive working relationships with staff, internal departments and outside parties, including high-level contacts of a sensitive nature
• Maintain email aliases, distribution lists and shared directories, including maintaining permissions
• Assist with running staff meetings, creating agenda, working with guest presenters, notetaking to capture action items and assist with follow-up to hold team members accountable
• Maintain confidential material related to employees and company operations
• Provides a bridge for smooth communication between the Chief Success Officer and internal departments.
• Works closely and effectively with the Chief Success Officer to keep well him/her well informed and updated about the progress about various projects.
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Chief Success Officer and the team of leaders in the User Success organization updated about critical projects and issues
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Chief Success Officer. Determine appropriate course of action, referral, or response.

 

 

 

 

 

Who we’re looking for:

• Experience with on-boarding new employees as well as having a fun and creative approach to team activities and morale. 
• At least five years of administrative experience, supporting VP level or above
• Proficient in Microsoft Office Suite, Mac and Windows operating systems and related business applications such as Microsoft Teams and Microsoft SharePoint
• Tact and good judgment in confidential situations, and proven experience interacting with senior management
• Strong interpersonal, written, and oral communication skills
• Ability to work in a fast-paced work environment that requires strong multitasking skills, time management, and self-starter mentality
• Outstanding communication, interpersonal, and relationship building skills
• Collaboration; able to work well in a cross-functional, matrixed environment
• Strong organizational abilities; able to anticipate and handle competing priorities
• Ability to adapt to rapidly changing environment and new processes and responsibilities
• Excellent oral and written English communication skills
• College degree is a plus

 

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