Temporary Executive Assistant to CEO

A BIT ABOUT US

Since our founding in 2014, CAPE Analytics has used machine learning and computer vision to pioneer a new form of property information, built specifically for the organizations that finance, protect, and invest in our homes and businesses. Our 65+ (and rapidly growing!) clients across insurance and real estate are leading a digital transformation to secure properties and livelihoods in the face of complex trends in housing and climate. 

TEMPORARY ASSIGNMENT DETAILS

*Preferably local to the San Francisco Bay area with the ability to work from our Menlo Park, CA office location at least once per week (can work from home 3-4 days/wk).

THE OPPORTUNITY

The Temporary Executive Assistant to CEO is a key administrative role responsible for providing comprehensive support to the CEO, executive team, and assisting with office operations and events. This detail-oriented professional manages the CEO's calendar, handles administrative tasks, and coordinates office logistics. The role requires adaptability in a fast-paced environment, proficiency in office tools, and the ability to collaborate effectively with internal and external stakeholders.

RESPONSIBILITIES

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Manage the CEO's calendar, schedule meetings, and coordinate appointments.
• Draft and prepare correspondence, presentations, and reports on behalf of the CEO.
• Assist in the preparation and execution of key meetings, conferences, and events.
• Manage office supplies, equipment, and vendor relationships.
• Assist with office logistics, including space planning and maintenance.
• Maintain office policies and procedures.
• Handle general administrative tasks such as answering phones, managing emails, and handling correspondence.
• Prepare and organize documents, reports, and presentations.
• Arrange travel, accommodations, and itineraries for the CEO, and occasionally other executives.
• Responsible for mail management (retrieving mail from company PO box; scanning & emailing to appropriate team member
• Coordinate office events and employee gatherings in conjunction with CEO and People team
• Assist in managing expenses and budget tracking.
• Support special projects initiated by the executive team.
• Coordinate cross-functional initiatives and ensure timely completion of tasks.
• Collaborate with various departments to streamline processes and improve efficiency.
• Handle sensitive and confidential information with discretion.
• Maintain a high level of confidentiality in all interactions.
• Other duties and responsibilities as assigned

THE SKILL SET

• Bachelor's degree in Business Administration, Management, or a related field is preferred.
• Proven experience as an Executive Assistant supporting C-level executives is a must.
• Experience in managing office operations and coordinating administrative tasks.
• Excellent written and verbal communication skills.
• Ability to interact professionally with executives, team members, and external contacts.
• Strong organizational and multitasking abilities.
• Detail-oriented with a focus on accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management software and tools.
• Ability to thrive in a fast-paced environment and adapt to changing priorities.
• Problem-solving skills and a proactive mindset.
• Professional demeanor and the ability to represent the executive team and the company effectively.
• High level of discretion and ability to handle confidential information.
• Ability to work collaboratively with team members and contribute to a positive office culture.
• Ability to travel for company/team events.

We believe:

*Talent is critical, but best when tempered with humility

*Self-motivation leads to the best outcomes

*Open, direct communication is a sign of respect

*Teamwork drives success

*Having fun together is an important part of the job

View our CCPA policy here

*CAPE Analytics is an E-verify participant