Executive Administrative Assistant
About ThousandEyes
The name ThousandEyes was born from two big ideas: the power to see things not ordinarily possible and the ability to collect insights from a multitude of vantage points. As organizations rely more on cloud services and the Internet, the network has become a black box they can't understand. ThousandEyes gives organizations visibility into the now borderless network, arming them with an accurate understanding of how the network impacts their applications, users and customers. ThousandEyes is used by some of the world's largest and fastest growing brands, including all of the top 5 global software companies, 5 of the top 6 US banks, and 45 of the Fortune 500. ThousandEyes is backed by Sequoia Capital, Sutter Hill Ventures, Tenaya Capital, Google Ventures and Salesforce Ventures, with headquarters in San Francisco, CA.
About the Role
We are looking for an Executive Administrative Assistant to be the go-to person for executives, employees and guests alike, so we need someone that is a great communicator and understands the value of customer service. This role is varied and fast-paced and offers the opportunity to work hands-on by coordinating various efforts throughout the company and working with our executive team.
Responsibilities
Executive Administration
- Manage Executive calendars in a rapidly changing environment across all time-zones
- Coordinate intensive travel arrangements for both domestic and international travel, with assistance for best in class support for Corporate Travel processes with the Workplace Operations Team
- Handle confidential and non-routine information and facilitate communication between appropriate people and teams
- Manage a range of administrative responsibilities including expense reports, meeting notes, etc.
- Maintain purchasing card expenses
Front Office and Workplace Operations
- Provide front desk coverage and support
- Greet guests in a friendly manner & offer them refreshments
- Responsible for overall look and feel and cleanliness of the office, including meeting rooms, lobby, kitchens & copy rooms
- Answer and route telephone calls in a highly professional and gracious manner
- Provide excellent customer service and be a great resource and back up support to staff
- Coordinate office and meeting room calendars, assist with meetings and setup catering
- Assist clients and guests during meetings with their requests
- Place orders and maintain an inventory of all supplies required for the office
- Provide package delivery assistance, FedEx & courier services
- Collaborate with Workplace Operations Team and help coordinate office-wide events and parties
- Assist employees with corporate travel, including flights, transportation and accommodation as needed
- Prior Concur experience helpful
- Relay office issues to Workplace Operations Management as they occur
- Retrieve mail daily and distribute
- Research and special projects as assigned
Qualifications
- 2+ years administrative experience
- Strong cultural fit and work ethic
- Fanatic commitment to managing all facets of day-to-day executive activities with extraordinary attention to detail
- Ability to move quickly without sacrificing efficiency or effectiveness
- Excellent verbal and written communication skills
- Ability to deal with ambiguity; flexible, patient and open-minded
- Microsoft Office suite, especially PowerPoint, Slack, and Google tools
- Demonstrated ability to manage priorities and projects in a high-volume, fast-paced environment.
- May require being on-call, occasional late nights and weekends
- Ability to maintain composure and sense of humor in high-pressure situations