Executive Assistant

CWAN is looking to hire an experienced Executive Assistant to support our Chief Technology Officer and local members of that team based in the Bay Area. This is a hybrid role, with 4 days (M-T) a week at our office, next to Santana Row. This position involves managing executive calendars, collecting and preparing crucial information for meetings, providing high-level administrative support with discretion (domestic and international travel, expenses, confidential recruiting), and maintaining effective communication. The Executive Assistant must be self-sufficient, adaptable, while also being a culture carrier for the department. Understanding CWAN’s organization, coordinating travel, streamlining communication, and managing projects are key responsibilities. This is a small office and some basic office management activities in coordination with others is also required as part of this role. Overall, the Executive Assistant ensures seamless operations at CWAN, requiring competence, discretion, independence, and minimal supervision. 

Responsibilities: 

• Acts as primary access agent, manages calendars, and prepares executive for meetings 

• Successfully manages complex executive calendars and books domestic and international travel 

• Collects and prepares information for use in discussions/meetings of executive staff and outside individuals 

• Performs high-level, confidential administrative support 

• Effective communicator, both verbally and with written correspondence 

• Possesses the ability to complete complex tasks and projects quickly with little to no guidance 

• Reacts with appropriate urgency to situations that require a quick turnaround, and takes effective action without having to know the total picture 

• Processes monthly expense reports efficiently, contributing to financial accountability

• Assists with organizing CWAN annual company party and other office events, like occasional lunches

• Stocks the pantry, places orders, maintains office supplies, works with property management on office matters 

• Understands basic company organization, working relationships, and business partner roles and responsibilities  

• Tracks and helps drive completion of key deliverables and follows up on outstanding items 

• Streamlines inbound/outbound communications, maximizes productivity, and ensures all requests receive attention with the proper level of urgency 

• Assists with planning CWAN’s annual calendar and facilitates the integration and prioritization of business activities 

• Acts as a liaison to executive’s direct reports, coordinates team activities, and manages other key administrative activities for the team as needed  

• Works with peers and other executives in Boise, Chicago, New York City and globally, and maintains a positive attitude, when under pressure and in a rapidly changing environment 

• Partners with Facilities, IT, and security to resolve any logistical issues, contributing to a smooth operational environment 

Desired Experience or Skills:                          

• Bachelor's degree in business administration, communication, or related field 

• 6+ years’ experience in an executive administration role supporting executive / senior leaders in a software company 

• Exemplary planning and time management skills, as well as verbal and written communications skills and the ability to interact effectively with internal and external partners 

• Ability to multitask and prioritize daily workload 

• Excellent knowledge of MS Office suite 

• Strong attention to detail, accuracy, confidentiality, and ability to meet deadlines 

• Bright, high-energy individual, with a passion to learn and contribute 

• Discretion and confidentiality 

• Requires little instruction on day-to-day work and general instruction on new assignments 

• Knowledge of South Bay, and the broader Bay Area, for logistical support for events and activities 

• Financial markets understanding preferred (or the desire to learn).