Job Openings » Executive Assistant

Executive Assistant

Seattle, WA
by Seattle Search Group


Job Description

Seattle Search Group, the frontrunner in staffing and recruiting, has teamed up with the leader in Hybrid Cloud File Management to find an Executive Assistant. Our client’s real-time analytics enable customers to understand their storage at a granular level, detect bottlenecks and accelerate performance. Built to scale across data center and cloud, their software enables programmatic configuration and management of usage, capacity, and performance. 

About the Position:
In this position, the ideal candidate will provide high-level administrative support to the CEO and Chief Customer Officer/President.  The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.  

Job Requirement

  • Provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization
  • Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company
  • Maintain executive calendars organized 30-60 days in advance
  • Prepare Word, Excel, PowerPoint presentations (and the Google Suite equivalents), agendas, reports, special projects, and other documents in support of objectives for the organization
  • Arrange travel and accommodations for executives. Prepare expense reports
  • Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff
  • Excellent communication and time management skills; proven ability to meet deadlines
  • Ability to function well in a high-paced environment; performs additional duties as assigned by executives
  • Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with
  • Manage each Executive's contacts
  • In collaboration with our Marketing team, plan and execute large and small on-site and off-site meetings, dinners, and events in different cities and countries, including President’s Club, Qonnect (annual in-person global all-hands event) and monthly live/virtual all-hands meetings
  • Be responsive to emails/texts/phone calls, with contact outside normal business hours
  • Welcome the Executive’s guests by greeting them, in person or on the phone; answering or directing inquiries
  • Use discretion, confidentiality, and good judgment to handle C-Level matters
  • Represent the company and the Executive in a positive light through great follow-through skills and sound judgment
  • Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance
  • Organize complex calendars and schedules; resolving any scheduling issues
  • Serve as a face of Qumulo on behalf of our executives and their direct teams
  • Develop and/or maintain strong relationships with internal stakeholders and external contacts; foster strong partnerships with other Executive Assistants
  • Communicate and coordinate with Qumulo Board Members and internal/external EAs
  • Coordinate Board Meetings and Executive meetings
  • Flag cross functional department conflicts 

Required Qualifications
  • Bachelor's degree preferred
  • 5+ years of related experience required in working in an Executive Assistant role supporting C-Level executives, preferable in a technology start-up and/or experience in a hyper-growth organization preferred
  • Advanced Proficiency in calendar scheduling, Google Suite, MS Office (Outlook, Word, Excel, and PowerPoint) and conferencing technology
  • Ability to communicate effectively and professionally
  • Excellent writing, editing, grammatical, organizational, and research skills
  • Flexible hours as dictated by the needs of business for projects and meetings
  • Strong, results-driven work ethic
  • Ability to travel and work over multiple time zones and accommodate participants schedules
  • High level of emotional intelligence and interpersonal savvy; maintains composure and calm under pressure
  • Resourceful, innovative, and proactive, thinks independently and doesn't need much supervision or direction
  • Natural decision-maker, with an ability to think under pressure and display good judgment 

Skills and Abilities
  • Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed
  • Commitment to excellence - perform duties at the highest level possible on a consistent basis
  • Excellent communicator - able to interact with people of all levels and cultures in a confident, professional manner
  • Demonstrate discretion, ability and temperament to work with sensitive information
  • Team player - have team-oriented experience and approach
  • Service focus - dedicated to meeting the expectations of the CEO and Chief Customer Officer & President and other senior executives by maintaining effective relationships
  • Ability to think outside of the box with a sense of urgency
  • Ability to move quickly and make on-the-spot decisions without sacrificing attention to detail
  • Track record of consistently going above and beyond
  • Ability to maintain composure and sense of humor in high-pressure situations
  • Excellent organizational, management, time-management, problem-solving and follow-through skills
  • Ability to remain energetic and positive in a fast-paced environment
  • Independently schedule appointments and meetings based on business priorities; prepare and distribute materials to meeting participants as required; revise meetings and appointments as needed to avoid scheduling conflicts
  • Ability to quickly learn new tools and technologies; Interest and experience in using technology to improve work efficiency
  • Expectation of complete confidentiality on all business matters
  • Confident and can respectfully say no/challenge an executive decision and flag consequences of said decisions