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Executive Assistant/Personal Assistant

3 months ago

San Francisco, United States Fictiv Full time
Fictiv Exists to Enable Hardware Innovators to Build Better Products, Faster

Fictiv, coined the "AWS of manufacturing," is a leading technology company transforming the $350 billion manufacturing industry. Our cutting-edge cloud platform uses AI and machine learning algorithms to help companies build hardware at the speed of software. Come join our growing team

***Position is located in the San Francisco Bay Area***
Impact In This Role

Are you a proactive, detail-oriented professional with a passion for making things run smoothly behind the scenes? Fictiv is seeking an exceptional Executive/Personal Assistant to support our Founder & CEO. As an Executive/Personal Assistant, you will play a critical role in ensuring the CEO's day-to-day operations are seamless. If you thrive in dynamic environments and have a "can-do" attitude, we want to hear from you

You will report to our Founder & CEO.
What You'll Be Doing
  • Provide comprehensive and complex administrative support to the CEO; manage calendars, schedule meetings, coordinate customer visits, coordinate board members, etc.
  • Provide personalized assistance to the CEO, handling errands, reservations, personal appointments, childcare etc as needed...with professionalism and attention to detail
  • Plan and schedule travel, accommodations, and other reservations for business & personal trips, with often changing travel itineraries
  • Maintain the highest level of confidentiality and discretion in all aspects of the role, protecting sensitive information
  • Maintain and update critical documentation, including spreadsheets, expense reports, and travel itineraries, ensuring accuracy, organization, and timely submission
  • Provide meeting support: jump in to help troubleshoot zoom issues, manage conference room calendars, etc.
  • Coordinate for our Executive Leadership Team meetings - maintain agendas, notes and action items
  • Conduct research, organize, and analyze company-wide information and data for special projects and reports
  • Create solid working relationships with other administrative staff and cross functional teams
  • Demonstrate superior attention to detail in all areas of responsibility
  • Ad hoc project support
  • Travel w/the CEO on important business trips
Desired Traits
  • BA/BS degree or equivalent work experience
  • Minimum 5 years of experience providing comprehensive administrative support to senior leaders in a high-growth, fast-paced organization, with a proven ability to adapt quickly to changing priorities and competing demands
  • PA and/or concierge/high-level hospitality experience is a plus ("go above and beyond" mindset is required)
  • Experience in office management, facilities, or operations a plus
  • Positive Can-Do Attitude
  • Hard Working Team Player
  • Relationship Builder
  • Organized, Responsive, and Tech Savvy
    • Exceptional organization, multitasking, and problem-solving skills, with the ability to anticipate needs and adapt quickly to changing priorities.
    • Proficiency in productivity tools (Google Office Suites, travel portals, expense report software)
    • A highly responsive individual (i.e., promptly answers to all inquiries)
  • Integrity, Discretion, & Excellent Judgement
    • Maintaining strict confidentiality while effectively interacting with internal and external partners
    • High degree of integrity when dealing with confidential and sensitive information
    • Good judgment w/company credit cards
Physical Requirements

While performing the duties of this job, the employee routinely is required to sit; walk; talk and hear; use hands to keyboard, fingers, handle, and feel; stoop, kneel, crouch, twist, crawl, reach, and stretch.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary Range: $115,000 to $130,000 per year
Perks and Benefits
  • Competitive medical, dental, and vision insurance
  • 401K plan
  • Monthly Virtual Work stipend for things like food, internet, travel, pet care, health and wellness
  • Annual Education stipend
  • Parental leave programs
  • Paid volunteer days
  • Onboarding setup, including: standing desk, laptop, monitor, and chair, and a stipend for additional items such as headphones, blue light glasses, or any other ergonomic supplies you may want or need
  • And much, much more

Fictiv is continuing to expand our remote US workforce. Applicants from the following states are eligible to apply:

Arizona (AZ), California (CA), District of Columbia, (DC), Delaware (DE), Florida (FL), Georgia (GA), Hawaii (HI), Iowa (IA), Illinois (IL), Indiana (IN), Kansas (KS), Massachusetts (MA), Maryland (MD), Michigan (MI), Minnesota (MN), Missouri (MO), North Carolina (NC), New Hampshire (NH), New Jersey (NJ), Nevada (NV), Ohio (OH), Oregon (OR), South Carolina (SC), Texas (TX), Tennessee (TN), Utah (UT), Virginia (VA), Washington (WA), West Virginia (WV), Wisconsin (WI), Wyoming (WY)

Interested in learning more? We look forward to hearing from you soon.

About Fictiv

Our Digital Manufacturing Ecosystem is transforming how the next rockets, self-driving cars, and life-saving robots are designed, developed and delivered to customers around the world.

This transformation is made possible through our technology-backed platform, our global network of manufacturing partners, and our people with deep expertise in hardware and software development.

We're actively seeking potential teammates who can bring diverse perspectives and experience to our culture and company. We believe inclusion is the best way to create a strong, empathetic team. Our belief is that the best team is born from an environment that emphasizes respect, honesty, collaboration, and growth.

We encourage applications from members of underrepresented groups, including but not limited to women, members of the LGBTQ community, people of color, people with disabilities, and veterans.