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Executive Assistant, Technology Leadership


Office of CTO


San Francisco

Executive Assistant, Technology Leadership

Support Flexport's leadership team.

The opportunity:

We're looking for an Executive Assistant to support senior leaders in our Technology organization. You will be responsible for ensuring their schedules are optimized and maximize their ability to focus on their team’s key priorities in supporting Flexport’s continued success.  You should also have a strong passion for culture and engagement and a genuine passion for people and employee happiness. 

You will:

  • Manage internal and external meetings and domestic and global travel schedules
  • Handle confidential and non-routine information and facilitate communication between appropriate departments
  • Manage team-level all hands and attend other team meetings as needed, including coordinating the agenda, content, taking notes, tracking action items and managing meeting logistics
  • Help drive culture and engagement by building strong stakeholder relationships and managing team-building events  
  • Manage team workspaces for knowledge sharing and team collaboration, to help the organization structure, organize and share work
  • Maintain confidentiality and protect operations by having a high level of discretion
  • Anticipate the needs of our leaders. Plan ahead and be resourceful
  • Act as the primary facilitator for internal and external individuals on matters pertaining to leader access; you are the local expert and go-to resource for general requests and questions; you are the keeper of all team resources
  • Be unafraid to offer suggestions and make improvements to processes
  • Help prioritize conflicting needs along with your leaders, and help them keep track of short and long-term responsibilities and commitments
  • Prepare and submit expense reports per policy
  • Assist with procurement and vendor management needs as they arise 
  • Take ownership and work independently on assigned projects from start to finish
  • Observe workplace dynamics and keep leaders updated on what is occurring in the environment

You should have:

  • You have a BA/BS degree and 4+ years of administrative support
  • You pay attention to details. Being right the first time matters a lot to us
  • You possess strong written and verbal communication skills and feel comfortable interacting with internal and external partners
  • You work well under pressure in a fast-paced time sensitive environment
  • You have strong organizational skills and proactively follow through on tasks
  • You are a problem solver at heart with a genuine interest in learning by helping
  • You are available 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
  • You are skilled in the common office productivity suites (GSuite, Slack, Confluence, etc), as well as other electronic communications and technologies
  • You have the ability to travel occasionally as needed (less than 10% of the time) 
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