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Executive Administrator

4 months ago

Austin, United States WeDriveU Full time
Job DescriptionJob Description

WeDriveU is the leader in transportation, specializing in workplace, campus and community transportation solutions serving millions of passengers a year. Recognized as a pioneer in mobility, WeDriveU is a strategic partner to the world’s top brands, with client programs that consistently earn awards for excellence in commuting and sustainability. WeDriveU operates across the U.S and is proud to celebrate more than 30 years serving clients. Visit www.wedriveu.com to learn more about our company, clients and career opportunities.

About the Role

As an Executive Administrator, you will work in partnership with our leaders, supporting daily operations, logistics, and other project-based support. The position is critical to the operations and culture of the organization, as you are often a liaison between the Executive Team, employees, and clients. You will bring energy and dedication to the role which covers a wide range of duties and will actively contribute to a successful, goal-oriented team.

To experience success in this role you will need to be able to thrive in a fast growing, ever changing environment and have a high drive for results, have an ability to operate independently and as part of a team, and be motivated and resourceful.

Duties include, but may not be limited to:

  • Manage high level projects by creating long- and short-term plans, including setting targets for milestones and adhering to deadlines

  • Making effective decisions when presented with multiple options for how to progress with the project

  • Serving as a point of contact for teams when multiple units are assigned to the same project to ensure team actions remain in synergy

  • Communicating with executives to keep the project aligned with their goals

  • Performing quality control on the project throughout development to maintain the standards expected - point person for daily updates and changes to the project components.

  • Ensure every day is run efficiently and effectively for the Executive Team. Manage and maintain complex calendars – schedule internal/external meetings, appointments, conference calls and special events - enter details, record minutes and action items, and gather materials for upcoming meetings.

  • Follow-up repeatedly to ensure critical tasks are completed prior to deadlines and manage the timelines and deliverables of important projects.

  • Serve as the gatekeeper and liaison to the Executive Team and be able to justify each minute of time spent based on the critical needs of the business, weighing them against all other competing priorities.

  • Coordinate itineraries and travel arrangements (air/ground travel, accommodations, etc.) as necessary.

  • Prepare polished correspondence/communications/presentations including letters, charts, etc. Responsible for accuracy and clarity of final works.

  • Ability to take clear notes, document decisions and action items, synthesize outcomes, and distribute updates appropriately.

  • Handle ambiguous situations and constant change with confidence.

  • Proficient in filtering heavy volumes of inbound messages across various mediums (i.e. email, phone calls, LinkedIn, etc.) and ensuring important messages are replied to in a professional and timely manner, consulting and updating the CEO as necessary.

  • Support the coordination and preparation of Town Halls

  • Complete and process expense reports and other financial reporting

About You

  • 5+ years experience in an executive assistant/project management role, preferably supporting C-level executives

  • Strong organizational skills with the ability to multitask in a fast growing and changing environment

  • Proficiency in Google Suite

  • Excellent written and verbal communication skills

  • Must be able to work in the Austin office