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Senior Executive Assistant to the Chief Technology Officer


Office of CTO



Senior Executive Assistant to the Chief Technology Officer

The Opportunity: 

We're looking for a Senior Executive Assistant to support our CTO in our Bellevue office. Flexport continues to experience dramatic growth in all of our teams. You will be responsible for all aspects of the CTO’s needs, from complex tactical administrative duties to organizational strategic initiatives. 

You will manage complicated internal and external meetings and domestic and global travel schedules. You’ll also lead the efforts to document all key processes and maintain a highly organized and effective internal wiki space (Confluence) for the entire organization. This role will be expected to identify and implement solutions, support and resolve administrative problems by coordinating preparation of reports, helping to identify and implement solutions, and lead projects from end to end. You’ll also ensure that information flows across the organization. You have a genuine interest in immersing yourself fully and learning all aspects of your executive’s business. 

You will:

  • Own the CTO calendar, including managing complicated internal and external meetings and domestic and global travel schedules
  • Act as the primary facilitator for internal and external individuals on matters pertaining to CTO access and the Technology organization
  • Be the team expert and go-to resource for general requests and questions; you are the keeper of all team resources for the Technology organization
  • Facilitate team meetings and events as needed, including setting up meeting spaces, office logistics, taking notes, and following up on action items
  • Ensure information flows across the organization, supporting team growth and strategic programs led by the Office of the CTO 
  • Handle confidential and non-routine information and facilitate communication between appropriate departments
  • Complete expense reports per policy and executive requests
  • Conserve the team's time by reading, researching, and routing correspondence; drafting emails, letters and documents; collecting and analyzing information; initiating telecommunications; and assisting with presentations
  • Assist with procurement and vendor management needs as they arise 
  • Be unafraid to offer suggestions and make improvements to processes;
  • Prioritize conflicting needs with little to no guidance and keep leadership informed of short and long-term responsibilities and commitments;
  • Lead projects from start to finish;
  • Observe workplace dynamics and keep leaders updated on what is occurring in the environment;
  • Act as a role model and provide leadership and inspiration for aspiring administrative staff

You should have:

  • BA / BS degree and 6+ years of Executive support;
  • A strong attention to detail. Being right the first time matters a lot to us;
  • Strong written and verbal communication skills and proven ability to interact with internal and external partners;
  • A high level of discretion needed to maintain confidentiality and protect operations
  • Grace and patience under pressure, and the ability to go with the flow amidst ever-changing needs and priorities;
  • Superior organizational skills and great follow through on tasks;
  • A problem-solver mentality with a genuine interest in learning by helping;
  • The availability to deliver quickly, across global time zones, in multiple languages, and from locations all over the world. We need you not only to keep the trains running on time, but to speed them up;
  • The ability to be an efficient self-starter and decision-maker that can act on instinct;
  • Experience with both Google and Microsoft Office productivity suites, as well as other electronic communications;
  • You have the ability to travel occasionally as needed (less than 5% of the time)
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