[Hiring] Administrative Assistant @XPRIZE Foundation

Role Description

Reporting to the Chief of Staff, the Administrative Assistant will provide high-level, hands-on administration and will support high-ranking members of the Foundation, including:

• Chief Financial Officer
• Executive Vice President of the Health domain
• Chief People Officer
• Chief Technology Officer

The Administrative Assistant will work across time zones as needed to provide professional support to assigned Executives, regardless of location. Support will include:

Calendar

• Work with each Executive to determine calendaring support needs.
• Coordinate with Executive team members to align calendars and organize meetings.
• Using discretion, communicate internally and externally regarding scheduling availability as needed with Executive and work teams.
• Manage a heavy calendar, including scheduling and coordinating calls and meetings.
• Handle email responses with both internal and external stakeholders.
• Understand meeting objectives and prioritize frequently changing business needs and key stakeholder demands.

Meeting Logistics

• Ensure Executive team members have all necessary and pertinent meeting participant details.
• Provide updates to any changes in meeting participation prior to start time.
• Determine with Executive team members if changes require rescheduling.
• Work with the Executive team to determine which meetings the EA will attend.
• Take meeting notes, capture deliverables, and report back to the supported Executives.
• Update the Foundation Collaboration Calendar to track any out-of-office occurrences (vacations, travel, etc.) for the office of these Executive team members.

Travel Arrangements

• Coordinate frequent domestic and international travel to include airfare, hotel, and ground transportation.
• Ensure all plans fall within the Foundation’s Travel and Entertainment policy.

General Support

• Ordering meals as necessary.
• Work with supported teams and other EA/AAs in support of the Foundation.
• Prepare Google Slides/ PowerPoint presentations as needed.
• Prepare correspondence including memos, emails, and other communiques for a varied audience.
• Special Projects as assigned.

Qualifications

• 3-5 years of experience supporting multiple C-level Executives.
• 1+ years experience using Google Suite of tools.
• 2+ years experience using MS Office Suite.
• Minimum 1 year experience supporting Executives in different time zones and locations.
• Exceptional organizational abilities and high level of attention to detail.
• Experience working with modern remote-office technologies (Zoom, Slack, Asana, etc.).
• Exceptional time management skills, with the ability to consistently prioritize tasks and manage deadlines with minimal supervision.
• Proven listening, writing and communication skills across various platforms (memos, emails, letters, instant messaging apps).
• Maintain absolute confidentiality internally and externally.
• Demonstrated maturity and emotional intelligence to handle, direct and/or resolve sensitive matters.
• Anticipate needs and quickly adapt to changes as they arise, overcoming roadblocks before they become problems.
• Ability to multitask, work with conflicting deadlines, manage a heavy calendar, and make adjustments on the spot.
• Independent self-starter who takes a proactive approach to solve problems.
• Personable, professional and calm demeanor; displays grace under pressure.
• Patience, flexibility, and a good sense of humor.
• Willingness to think and act creatively.

Benefits

• Remote-first environment (must live and work in the United States).
• Quarterly company-paid All-Hands meetings in Los Angeles for frequent in-person collaboration.
• Employee and dependent medical, dental, and vision options.
• A 401(K) program with employer match.
• Ample paid time off, including vacation, floating holidays, sick days, and company-paid holidays.
• An Employee Assistance Program for confidential, professional support with personal, family, or other challenges.
• Employee stipends/reimbursements for cell phone, internet, health & wellbeing, and learning & development.
• Generous Paid Parental Leave for all employees welcoming a new child to their family.
• One meeting-free block per week and four focus weeks per year to ensure uninterrupted time for strategic projects.