Executive Assistant
Job Summary
Job Description
Smarsh, which acquired CallCabinet, is seeking a highly organized and proactive Executive Assistant to provide comprehensive support to its CEO, COO, and Executive Leadership team. This role is crucial for the efficient operation of key functions and will focus on facilitating daily activities, managing administrative tasks, and ensuring smooth communication and coordination. The ideal candidate will possess exceptional organizational and communication skills, a professional demeanor, and the ability to thrive in a dynamic environment. Responsibilities include managing calendars, preparing meeting materials, handling confidential information, coordinating travel, processing expenses, serving as a point of contact, and assisting with project planning and data management.
Must have:
- Bachelor’s degree in Business Administration or related field
- Proven experience as an Executive Administrator/Assistant
- Excellent organizational and time-management skills
- Strong written and verbal communication skills
- Proficiency in office software (Google Suite, Microsoft Suite, Slack)
- Ability to work independently and exercise sound judgment
- High level of discretion and confidentiality
- Detail-oriented with a proactive approach
Good to have:
- Experience in a technology-driven environment
- Familiarity with project management methodologies
3 skills required
Job Details
Who are we?
Smarsh empowers its customers to manage risk and unleash intelligence in their digital communications. Our growing community of over 6500 organizations in regulated industries counts on Smarsh every day to help them spot compliance, legal or reputational risks in 80+ communication channels before those risks become regulatory fines or headlines. Relentless innovation has fueled our journey to consistent leadership recognition from analysts like Gartner and Forrester, and our sustained, aggressive growth has landed Smarsh in the annual Inc. 5000 list of fastest-growing American companies since 2008.
Summary
CallCabinet, now part of Smarsh, recognizes the crucial role strong administrative support plays in the success of our leadership. We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our CEO, COO, and Executive Leadership team members to contribute to the efficient operation of key functions. This role will focus on facilitating the CEO and COO’s daily activities, managing administrative tasks, and ensuring smooth communication and coordination within the organization. The ideal candidate will possess exceptional organizational and communication skills, a professional demeanor, and the ability to thrive in a dynamic environment.
- Provide high-level administrative support to the CEO and COO, including managing their calendar, appointments, and meetings.
- Prepare and organize materials for meetings, presentations, and reports.
- Handle confidential information with discretion and professionalism.
- Assist with strategic initiatives and follow-up on action items.
- Manage and prioritize incoming correspondence, emails, and phone calls for the CEO and COO.
- Maintain organized physical and electronic filing systems.
- Coordinate travel arrangements, including flights, accommodation, and itineraries.
- Process expense reports and other administrative paperwork.
- Serve as a point of contact between the CEO and internal/external stakeholders.
- Facilitate effective communication and information flow.
- Assist in the preparation and dissemination of internal communications.
- Provide support in the planning and coordination of projects as directed by the Executive Leadership team
- Track project timelines and assist with follow-up tasks.
- Prepare basic project-related documentation.
- Input, update, and maintain data in various systems and databases.
- Assist with general office tasks as needed to ensure a smooth and efficient work environment.
- Coordinate with other departments to facilitate operational needs.
- Bachelor’s degree in Business Administration or a related field.
- Proven experience as an Executive Administrator, Executive Assistant, or in a similar high-level administrative support role.
- Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
- Strong written and verbal communication skills, with a professional and courteous demeanor.
- Proficiency in standard office software (e.g., Google Suite, Microsoft Suite, Slack).
- Ability to work independently, take initiative, and exercise sound judgment.
- High level of discretion and confidentiality.
- Detail-oriented with a proactive approach to problem-solving.
- Experience in a technology-driven environment is a plus.
- Familiarity with project management methodologies is a plus.
The above salary range represents Smarsh's good faith and reasonable estimate of the range of possible base compensation at the time of posting. Any applicable bonus programs will be discussed during the recruiting process.
The salary for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, location, specialty and training.
Local cost of living assessments are done for each new hire at the time of offer.
About our culture
Smarsh hires lifelong learners with a passion for innovating with purpose, humility and humor. Collaboration is at the heart of everything we do. We work closely with the most popular communications platforms and the world’s leading cloud infrastructure platforms. We use the latest in AI/ML technology to help our customers break new ground at scale. We are a global organization that values diversity, and we believe that providing opportunities for everyone to be their authentic self is key to our success. Smarsh leadership, culture, and commitment to developing our people have all garnered Comparably.com Best Places to Work Awards. Come join us and find out what the best work of your career looks like.
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