Job Description
The Executive Assistant at Aurora provides high-level administrative support to company leaders, managing complex calendars, travel arrangements, meeting preparations, and confidential information, while also supporting special projects and fostering effective communication within the organization.
Key Responsibilities
- Manage and coordinate leaders' complex calendars and schedules
- Book and manage travel arrangements for leaders
- Prepare and assist with internal meeting agendas, presentations, and documentation
- Record and synthesize meeting notes, track action items, and follow up
- Review, approve, and submit expense reports for leaders and their teams
- Plan and coordinate team offsites and onsite events
- Greet visitors and assist with onboarding of new hires
- Act as a strategic partner and liaison for leaders and their teams
- Support special projects and drive process improvements
- Support cultural initiatives and promote team building
Requirements
- Manage leaders' dynamic and complex calendars, including planning, coordinating, and ensuring the protection of their schedules, and prioritizing their time for internal and external commitments using sound judgment.
- Book and manage travel arrangements efficiently, including flights, hotels, and ground transportation, while managing last-minute changes and ensuring all bookings adhere to the company's travel policy.
- Assess the 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 by recording accurate meeting notes, synthesizing key elements, ensuring clarity and ownership of delegated tasks, concisely communicating outcomes, and following 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 expense reports from leaders' teams, 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 the onboarding of leaders' direct reports.
- Act as a strategic partner, facilitator, and liaison for leaders and their teams, becoming a knowledgeable information resource for leaders, their teams, and the company at large.
- Uphold a strict level of confidentiality while promoting 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.
- Able to work collaboratively and calmly, especially in stressful circumstances.
- Able to adapt to competing demands in a dynamic business environment.
- Exhibit exceptional judgment and active foresight.
- Maintain good decorum, discretion, and presence when dealing with internal teams and external partners.
- Be a highly resourceful team-player with the ability to also work effectively independently.
- Ability to 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.
- Possess a minimum of 3 years of experience in an executive assistant or similar role.
- Possess a high school diploma or equivalent; a bachelor's degree is preferred.
- Demonstrate proficiency in online tools such as spreadsheets and presentation software.
- Be able to work in a hybrid work environment, with in-office presence at least 3 days per week.
Benefits & Perks
Base salary range: $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 (occasional travel required)
Ready to Apply?
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