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Executive Assistant
United States
San Francisco
The Executive Assistant to the General Manager is a highly organized, proactive, and trustworthy individual who will provide administrative and operational support. This role is ideal for someone who is resourceful, discreet, detail oriented, and comfortable managing a wide range of priorities with minimal supervision. The successful candidate will anticipate needs, stay ahead of deadlines, coordinate multiple moving pieces, and bring a calm, solutions-oriented approach to every situation.
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Job description
Executive Support
- Manage a complex calendar, including scheduling, prioritization, and coordination of internal and external meetings.
- Proactively identify scheduling conflicts and recommend solutions.
- Prepare meetings by organizing agendas, background materials, presentations, and other relevant information.
- Manage meeting logistics, including conference rooms, virtual meetings, catering, and other arrangements.
- Monitor and follow up on action items and commitments resulting from meetings.
- Handle sensitive and confidential information with a high degree of discretion.
Communication & Coordination
- Draft, edit, and proofread correspondence, presentations, reports, meeting notes and other communications.
- Manage incoming requests and communications, determining appropriate priorities and follow-up.
- Ensure important information and deadlines are communicated and tracked effectively.
- Track key projects, deadlines, and follow-up items to ensure timely completion.
- Conduct research, compile information, and prepare summaries or recommendations.
- Maintain organized documents and ensure all relevant items are uploaded to the company SharePoint.
- Support the GM in maintaining visibility into key priorities and upcoming commitments.
Travel Logistics & Operational Support
- Organize domestic and international business travel, including flights, hotels, transportation, itineraries, and changes.
- Assist with planning and logistics for special events.
- Process and track expenses, invoices, and reimbursements.
- Facilitate the resolution of issues related to laptops, monitors, phones, and other hardware.
Profile
- 3+ years of experience as an Executive Assistant, Senior Executive Assistant, or similar role supporting a senior executive.
- Experience supporting C-suite executives or senior leadership is strongly preferred.
- Exceptional organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong attention to detail and follow-through.
- Demonstrated ability to manage competing priorities and operate effectively under pressure.
- Strong judgment and discretion when handling confidential or sensitive information.
- Highly proactive and able to anticipate needs.
- Strong problem-solving and decision-making skills.
- Ability to work independently and take ownership of responsibilities.
- Advanced proficiency with Microsoft Office.
- Experience with calendar management, virtual meeting platforms, expense systems, and other business productivity tools.
- Professional presence and the ability to interact confidently with executives and external stakeholders.
"Despite the immense growth of the company I still have the feeling to be part of one big family where I can be myself,
while at the same time I'm challenged and supported to further develop my own knowledge and skills."
Tim De Baets
Corporate Procurement Manager
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Offer
To be determined.
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