Administrative/ Executive Assistant G&a Boston, Ma

1 week ago

Boston, United States Quickbase Full time

Boston, MA

Admin

Full Time

597330

At Quickbase, we’re on a mission to end a universal problem: Gray Work. The ad-hoc, manual work we do looking for documents, resources, etc. when technology isn’t working for us—that’s Gray Work, and it negatively impacts productivity, employee well-being and a company’s bottom line. Quickbase’s platform for Dynamic Work Management (the first ever) empowers nearly 12,000 organizations like Consigli, Suffolk, Valvoline, Daifuku and more to take on Gray Work by bringing people, processes, and data together into one central location, so employees can stop chasing information across systems and focus on work that makes an impact.

The Executive Assistant will partner with our Chief People Office and SVP, Operations to support their day-to-day work as well as longer term priorities. Supporting key leaders in our organization, you’ll often be the first point of contact, interacting with both internal and external stakeholders. This is a great opportunity to make an impact not only with the Executive team, but also with the broader organization to help drive successful business outcomes and employee experience.

**Responsibilities**
- Calendar management: balancing priorities against long and short-term requirements.
- Manage a diverse set of projects, including developing basic project plans and subsequently driving to successful execution.
- Maintain synergy between our employees and our EX Team and raise misalignment and issues to the appropriate leader when you start to see them occur.
- Organize and support key management meetings, events and processes, including weekly leadership meetings and monthly & quarterly reviews.
- Co-create leadership presentations for key meetings and workshops.
- Manage travel planning and coordination.
- Prepare and track executive expense reports and purchase orders.
- Handle details of a confidential and critical nature.
- Understand our business and functional missions, aligning priorities and projects to that mission.
- Serve as an employee experience advocate and help shape the employee experience.
- Develop and maintain in-depth knowledge of company operations, policies, and procedures.
- Create and maintain alignment on key business initiatives with the other Executive Assistants.
- Provide an in office presence to observe employee engagement, support cultural events and office usage.

**Qualifications**
- 2+ years of Administrative OR Executive Administration experience supporting executives in a fast-paced environment.
- Proven track record of success working within a high-growth software/technology company; start-up experience a plus.
- Excellent verbal and written communication skills, including the ability to communicate with all levels of the organization and our customers and partners.
- Exceptional organizational skills.
- Demonstrated ability to solve problems creatively.
- Ability to balance appropriately the business needs of speed in decision making and of thoughtful care.
- Ability to identify opportunities to drive efficiency and proactively address.
- A positive, can-do attitude.
- Skills in self-starting, and the ability to see both the big picture strategy as well as the smaller executable details.
- Ability to work well with groups and find win-win solutions to problems.
- Proven time management skills with the ability to prioritize and handle multiple tasks and work in a fast-paced environment.
- Expert level knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook). Advanced Outlook calendar management is critical.
- Experience with event planning & coordination to include support for large meetings, off-sites, and company events.
- Ability to flex schedule to meet business needs when needed. (should expect 2 days in the Boston office per week but be able to do more when required or if desired).
- College degree preferred but not required.
- Ability to collaborate with stakeholders in different teams to influence change through a matrix organization.
- Strong organizational, analytical skills and problem-solving ability - both strategic and tactical planning.

We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.

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