Senior Executive Coordinator

2 weeks ago

San Francisco, California, United States Fictiv Full time
Fictiv: Empowering Hardware Innovators to Create Superior Products, Swiftly

Fictiv, recognized as the "AWS of manufacturing," is at the forefront of revolutionizing the $350 billion manufacturing sector. Our innovative cloud-based platform leverages AI and machine learning to assist companies in developing hardware with the agility of software. Join our expanding team

***Position is based in the San Francisco Bay Area***
Role Overview

Are you an organized, detail-focused individual with a commitment to ensuring smooth operations behind the scenes? Fictiv is in search of a remarkable Executive Coordinator to assist our Founder & CEO. In this pivotal role, you will be instrumental in facilitating the CEO's daily activities with utmost efficiency. If you excel in fast-paced settings and possess a proactive mindset, we would love to connect with you

You will report directly to our Founder & CEO.
Key Responsibilities
  • Deliver comprehensive and intricate administrative assistance to the CEO; manage schedules, arrange meetings, coordinate visitor engagements, and liaise with board members.
  • Offer personalized support to the CEO, managing errands, bookings, personal engagements, and childcare with professionalism and meticulous attention to detail.
  • Organize and plan travel arrangements, accommodations, and other reservations for both business and personal journeys, often adapting to changing itineraries.
  • Uphold the highest standards of confidentiality and discretion in all aspects of the role, safeguarding sensitive information.
  • Maintain and update essential documentation, including spreadsheets, expense reports, and travel plans, ensuring accuracy, organization, and timely submissions.
  • Provide meeting support: assist with troubleshooting virtual meeting issues, manage conference room schedules, etc.
  • Coordinate meetings for our Executive Leadership Team - maintain agendas, notes, and action items.
  • Conduct research, organize, and analyze company-wide data for special projects and reports.
  • Establish strong working relationships with other administrative personnel and cross-functional teams.
  • Exhibit exceptional attention to detail in all responsibilities.
  • Assist with ad hoc projects as needed.
  • Accompany the CEO on significant business trips.
Desired Qualifications
  • BA/BS degree or equivalent professional experience.
  • A minimum of 5 years providing extensive administrative support to senior executives in a dynamic, high-growth environment, demonstrating the ability to adapt swiftly to shifting priorities and competing demands.
  • Experience in personal assistance and/or high-level hospitality is advantageous (a "go above and beyond" mindset is essential).
  • Background in office management, facilities, or operations is a plus.
  • Positive, can-do attitude.
  • Dedicated team player.
  • Strong relationship-building skills.
  • Highly organized, responsive, and tech-savvy
    • Outstanding organizational, multitasking, and problem-solving abilities, with the capacity to anticipate needs and adjust quickly to changing priorities.
    • Proficient in productivity tools (Google Workspace, travel management software, expense reporting tools).
    • A highly responsive individual (i.e., prompt in addressing all inquiries).
  • Integrity, discretion, and sound judgment
    • Maintain strict confidentiality while effectively engaging with internal and external stakeholders.
    • Exhibit a high degree of integrity when handling confidential and sensitive information.
    • Demonstrate good judgment with company resources.
Physical Requirements

While performing the duties of this position, the employee frequently is required to sit, walk, talk, and hear; use hands to type, 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 role. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Salary Range: $115,000 to $130,000 annually
Benefits and Perks
  • Competitive medical, dental, and vision insurance.
  • 401K plan.
  • Monthly virtual work stipend for expenses such as food, internet, travel, pet care, and wellness.
  • Annual education stipend.
  • Parental leave programs.
  • Paid volunteer days.
  • Onboarding setup, including standing desk, laptop, monitor, and chair, plus a stipend for additional ergonomic supplies.
  • And much more.
Fictiv is actively expanding our remote workforce across the United States. We welcome applications from diverse backgrounds.

About Fictiv

Our Digital Manufacturing Ecosystem is transforming the design, development, and delivery of the next generation of rockets, self-driving vehicles, and life-saving robots to customers globally.

This transformation is enabled by our technology-driven platform, our extensive network of manufacturing partners, and our team with deep expertise in hardware and software development.

We are seeking potential team members who can contribute diverse perspectives and experiences to our culture and organization. We believe that inclusion fosters a strong, empathetic team. Our philosophy is that the best teams are built in environments that prioritize respect, honesty, collaboration, and growth.

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

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