Job Description
The Executive Assistant at Aurora will provide high-level administrative support to company leaders, managing complex calendars, coordinating travel, preparing meetings and presentations, handling confidential information, and supporting special projects to ensure smooth organizational operations.
Key Responsibilities
- Manage and coordinate leaders' complex calendars and schedules
- Book and manage travel arrangements for leaders
- Assist with preparation of presentations, internal documentation, and communications
- Record accurate meeting notes and follow up on action items from leadership meetings
- Review and approve leaders' expense reports and manage submissions
- Plan and coordinate team offsites and onsite events
- Greet visitors and assist with new hire onboarding for leaders' direct reports
- Act as a strategic partner and liaison for leaders and their teams
- Support special projects and drive process improvements
- Support cultural initiatives, team building, and morale activities
Requirements
- Manage leaders' dynamic and complex calendars, including planning, coordinating, and ensuring the schedules are protected, and prioritizing internal and external commitments using sound judgment.
- Book and manage travel arrangements including flights, hotels, and ground transportation efficiently, manage last-minute changes, and ensure all bookings adhere to the company's travel policy.
- Assess necessity, urgency, and frequency when arranging candidate interviews with leaders.
- Gather agenda topics for internal meetings and assist with the preparation of presentation decks, internal documentation, and communications.
- Participate in leadership-level meetings, record accurate meeting notes, synthesize key elements, ensure clarity and ownership of delegated tasks, concisely communicate outcomes, and follow up with the team on action items.
- Take appropriate follow-up actions as necessary with little guidance.
- Manage and submit leaders' expense reports, review and approve leaders' teams' expense reports, ensuring submissions are aligned with the company's expense policy.
- Plan and coordinate leaders' team offsites and onsites.
- Greet and situate visitors with a friendly and professional demeanor.
- Assist with new hire onboarding of leaders' direct reports.
- Act as a strategic partner, facilitator, and liaison for leaders and their teams.
- Become a knowledgeable information resource for leaders, their teams, and the company at large.
- Uphold a strict level of confidentiality while promoting an atmosphere of transparency.
- Navigate ambiguity, proactively anticipate the needs of teams and leaders, and prioritize commitments by familiarizing oneself with the teams' priorities and projects.
- Drive continual process improvement, including introducing new processes when appropriate.
- Lead and/or support special projects for leaders and the Administrative EA team.
- Support cultural initiatives, promote team building and morale, and exemplify company values.
- Possess excellent calendar management skills, including the coordination of complex meetings.
- Have great verbal and written communication skills.
- Exhibit exceptional attention to detail.
- Be a quick learner with proficiency in a broad array of online tools, including spreadsheets and slide presentations.
- Be a creative problem solver and self-starter.
- Be able to work collaboratively and calmly, especially in stressful circumstances.
- Be adaptable to competing demands in a dynamic business environment.
- Demonstrate exceptional judgment and active foresight.
- Maintain good decorum, discretion, and presence when dealing with internal teams and external partners.
- Be highly resourceful as a team-player with the ability to work independently and effectively.
- Achieve high performance goals and meet deadlines in a fast-paced environment.
- Have project coordination experience.
- Have the flexibility to perform job duties outside of normal business hours as necessary.
- Handle confidential information with discretion.
- Occasional travel required.
Benefits & Perks
Base salary range of $84,000 - $150,000 per year
Annual bonus
Equity compensation
Hybrid work environment with in-office presence at least 3 days per week
Opportunities for travel as needed
Ready to Apply?
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