Senior Executive Assistant to CEO

  • Keeptruckin
  • San Francisco, CA
  • Jan 05, 2020

Job Description

Who we are: 
KeepTruckin is on a mission to modernize the trucking industry. With the leading fleet management platform, we are bringing trucks online and fundamentally changing the way freight is moved on our roads.
We are a Forbes Cloud 100 company and we’ve been recognized by Glassdoor as a “Best Place to Work” in 2019. We’re on the hunt to find talented individuals to join our growing team.
Located in the city’s South of Market (SOMA) neighborhood, the KeepTruckin headquarters is a walk away from Oracle Park (go Giants!) and Union Square. Our building—built in 1923—has a unique industrial, open feel made comfortable with countless comfy couches and beautiful greenery. When they’re not working, you can find fellow team members playing pool, enjoying the rooftop view, and exploring this historical city.

We are looking for an experienced Senior Executive Assistant to support our CEO.  In this role, you’ll work directly with CEO and be responsible for a mix of administrative and operational activities. The ideal candidate will be proactive, organized, able to maintain strict confidentiality, and bring a blend of professionalism, passion and flexibility to the role.  You will be a professionally established individual with comprehensive executive administrative experience. You will have experience supporting a CEO that scaled a small company to a larger organization.
A critical part of this role is to understand the priorities of the company and to effectively prioritize time amongst many conflicting priorities, and serve as a reliable point of contact/liaison for internal and external parties. Your ability to exercise both sound judgment and discretion is key. You will ensure that the office is efficient, moves at the speed of the business and is responsive to our associates, leadership team and external partners.  You have a strong internal drive, are focused on relationships, and maintain the highest standards of professionalism.

Essential Duties and Responsibilities:

Maintain multiple calendars and recurring meetings; prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as neededSupport and execution of travel activities, including but not limited to preparing and coordinating travel, including accommodationsCompile, submit, and track expensesProficiently answer, screen and route internal and external requests Be a motivated self-starter who works independently, effectively problem solves and prioritizes work, and anticipates the needs of the executiveOrganize visits for external guests; act as the face of the company and ensure guests are treated with the utmost hospitalityManage the organization of Box and Google Docs used to house internal documentationUse your written, verbal, and interpersonal communication skills to draft and prepare various communicationsServe as a department and company "cultural ambassador" to reinforcePrepare presentations and materials for internal and external deliveryArrange and schedule all interviews as neededCommunicate to internal and external parties on the executive leader’s behalf, liaising between all groups to streamline correspondenceThe ability to maintain confidentiality and to operate in the role with the highest of ethical standards and professionalism are requiredAssist in day-to-day projects and assignments

Qualifications:

8+ years of experience supporting a CEO in a growing company10+ years of experience as an Executive AssistantBachelor’s degree preferredAbility to effectively communicate, collaborate and deliver an excellent work product in a fast-paced, and rapidly growing dynamic companyExceptional communication skills with diverse personalitiesStrong analytical and problem-solving skills; high attention to detail and organizationDemonstrated success in a fast-growing, entrepreneurial organizationAbility to ask questions in a timely mannerAbility to receive feedback to create efficiencies and streamline processesProven experience handling confidential and sensitive information with the ability to exercise absolute discretion and show good judgment; high maturity honesty, integrity, and trust building behaviors in all dealings is essential and requiredHigh attention to detail and consistent follow-upDemonstrated ability to be proactive and take initiativeMust have excellent customer-service orientation, high degree of professionalism, and ability to work with limited directionDeadline driven and able to manage time sensitive issues in a fast-paced environmentManages stakeholders effectivelyExcellent communication and analytical skills; both verbal and writtenCollaborative spirit with ability to work effectively across the organizationAbility to set up and manage virtual meetings and toolsMac and Google Docs proficiency preferred, including Microsoft Word, Excel and Google Docs and SheetsExperience scheduling in Google CalendarInterest and ability to learn about KeepTruckin’s business and customersDemonstrate a positive, ‘can do’ and service-oriented attitudeDetail-oriented with a commitment to accuracyPositive attitude and ability to be flexibleKnowledge of Google docs and sheets, Slack and Trello boardsSelf-motivated, with initiative and the ability to take ownership of, and follow through with, specific tasks