Executive Support Specialist

5 days ago


Palo Alto, California, United States Navan Full time
Dynamic Administrative Role

We are seeking an experienced Executive Support Specialist to join our team at Navan. This role offers a unique opportunity to work closely with our Chief of Staff and contribute to the smooth operation of our Palo Alto office.

Key Responsibilities:
  • Calendar Management: Manage complex calendars, including scheduling meetings, travel arrangements, and appointments.
  • Travel Coordination: Coordinate domestic and international travel to ensure smooth execution of air travel, accommodations, and logistics.
  • Anticipatory Support: Anticipate the needs of the Chief of Staff and the CEO while proactively addressing any challenges.
External Guest Management:
  • Scheduling and Logistics: Coordinate and manage all aspects of external guest visits, from scheduling to logistics.
  • Welcoming Experience: Ensure a warm and welcoming experience for all guests.
  • Foster Relationships: Foster strong relationships with external partners.
Event Planning:
  • Event Execution: Assist with the planning and execution of executive events, including dinners, meetings, conferences, and offsites.
  • Logistics and Communications: Assist with logistics and attendee communications.
Operational Excellence:
  • Process Improvement: Streamline administrative processes and procedures to enhance efficiency.
  • Cross-Functional Collaboration: Collaborate with cross-functional teams to drive projects and initiatives.
  • Insight Generation: Provide valuable insights and recommendations to improve team operations.
  • Technology Expertise: Technology expert and confidence navigating Gsuite, Zoom, Slack, printing, and other collaboration tools.
Communication and Coordination:
  • Correspondence: Draft and edit professional correspondence.
  • Information Dissemination: Manage communication channels and ensure timely dissemination of information.
  • Stakeholder Coordination: Coordinate with internal and external stakeholders to ensure smooth operations.
  • Global Partnership: Partner cross functionally with the global EA team.
Requirements:
  • Education: Bachelor's degree or equivalent experience.
  • Experience: 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced, high-tech environment.
  • Attention to Detail: Extreme attention to detail and ownership over each task, project, and initiative.
  • Complex Calendar Management: Proven track record of managing complex calendars and coordinating events.
  • Customer Service: Exceptional customer service skills and a commitment to providing a positive experience.
  • Organizational Skills: Strong organizational, analytical, and problem-solving abilities.
  • Communication Skills: Excellent written and verbal communication skills.
  • Dynamic Environment: Ability to thrive in a dynamic and fast-paced environment.
  • Flexibility: Proactive and flexible nature to ensure seamless experience in a dynamic and fluid environment.

The estimated salary range for this position is $86,250-$151,000 USD per year, based on location and relevant experience.



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