Senior Executive Assistant

About the Role

Fivetran is revolutionizing data pipelines to empower thousands of companies with modern data stacks. We are seeking a highly motivated and proactive administrative professional to join us as a Senior Executive Assistant, supporting our COO. This role reports to the Chief of Staff. You will play a crucial part in optimizing the executive's time through exceptional administrative support, calendar management, priority execution, and project management.

This role is based out of Fivetran's Denver (US) office.

What You'll Do

• Calendar Management: Ensure the COO's calendar is organized and conflict-free. Handle incoming requests promptly, aligning them with executive priorities, and adapt as necessary to accommodate rapidly changing circumstances.
• Prioritization: Help the COO prioritize tasks and commitments based on their importance and urgency, ensuring that critical items receive appropriate attention.
• Project Management and Task Management: Manage complex projects, track progress and communicate updates to stakeholders in a timely manner. Utilize task management tools and workflow processes to improve executive efficiency and minimize the risk of items slipping through the cracks.
• Communication Coordination: Utilize writing and communication skills to draft complex and sensitive correspondence on behalf of COO, ensuring accurate messaging and tone. Oversee distribution of communications to the appropriate audiences while maintaining strict confidentiality and professionalism at all times.
• Meeting Management: Organize events, coordinate logistics, prepare agendas and supporting materials, and provide on-site support as necessary. Utilize effective project management skills to ensure events are executed flawlessly.
• Relationship Management: Foster and maintain effective relationships with internal and external stakeholders, including executives, team members, clients, vendors, and other relevant parties.
• Travel Logistics Management: Oversee the coordination and adjustment of domestic and international travel arrangements, taking into account various factors such as flight itineraries, accommodation preferences, ground transportation, visa requirements, travel insurance, and any necessary adjustments due to unforeseen circumstances. Ensure that travel arrangements align with executive schedules, preferences, and organizational policies, while optimizing cost-efficiency and maintaining travel comfort.
• Expense Management: Proactively prompt COO for expense receipts and upload and submit receipts and expense reports within a timely manner.
• Meal & Restaurant Management: Facilitate food orders and handle restaurant reservations for meals.
• Inbox Organization: Streamline and organize the inbox by clearing out junk mail and drafting appropriate basic email responses, ensuring a well-structured inbox by 8 am daily.
• Meeting Support: Set up meetings, take notes, and provide summaries as needed. Prepare materials and calls to ensure the executive is fully prepared.
• Document Creation and Maintenance: Draft, proofread, and enhance visual elements of documents and documentation as required.
• Event Planning & Support: Organize team events and gifts to foster a positive organizational culture. Monitor organizational health and bring any issues to light.
• Light Personal Assistance Tasks: Assist with personal tasks as needed.
• Team Standup Agendas: Contribute content and provide backup facilitation for Denver office-wide check-ins.
• Program and Initiative Development: Develop, build and manage executive assistant initiatives and workflows. Utilize best practices and process improvement techniques to ensure continuous improvement of the executive assistant function.
• Hiring and Interviewing: Collaborate with both recruiting and executive teams to conduct interviews, perform comprehensive candidate evaluations, and lead thorough debriefing sessions. Utilize insights gained to make informed recommendations that improve the overall hiring process.
• Ad Hoc Support and Special Projects: Provide comprehensive administrative support by promptly addressing additional tasks and ad hoc requests as they arise. This may include retrieving documents, organizing files, facilitating one-off meetings, conducting research, preparing presentations, or assisting with other unforeseen administrative needs. Demonstrate flexibility and adaptability in managing diverse responsibilities, ensuring timely and efficient completion of ad hoc tasks to support the smooth functioning of executive operations.
• Collaborate with the Executive Operations Program Manager in the following areas
  • Information Sharing: Meet weekly with the EOPM to provide updates on COO priorities.
  • Calendar Alignment: Work with the EOPM to ensure executive calendars align with annual and quarterly EO cadences.
  • Event Support: Collaborate with the EOPM on-site to organize ELT and strategic events on a quarterly basis.

Skills We're Looking For

• Strategic Planning and Adaptability: Solid planning skills combined with agility to rapidly change and handle a dynamic work environment with shifting priorities.
• Agility in Ambiguous Environments: Comfortably navigating ambiguous environments and making decisions with limited guidance.
• Executive Support Proficiency: Demonstrated ability to support high-level executives and manage priorities effectively.
• Project Management Expertise: Experience in managing complex projects and communicating updates to stakeholders.
• Career Growth Mindset: Passion and drive to advance as an Executive Assistant, continuously learning and taking on more responsibilities.
• Collaborative Mindset: Embody a collaborative mindset, contributing to a positive team culture.
• Strong Communication Skills: Excellent communication skills, establishing boundaries and maintaining confidentiality.
• Relationship Building and Influence: Ability to build positive relationships and deploy influence effectively.
• Active Listening: Strong active listening skills, gathering information to support decision-making.
• Tech-Savviness and Innovation: Comfortable using tech tools and embracing innovation.
• You Should Be Comfortable With:
  • Being part of a rapidly growing team, meeting new people, and continually learning.
  • Giving and receiving constructive feedback.
  • Upholding high standards for execution.
  • Slack, GSuite, Task Management (Height), and Documentation Management (Slab).

Bonus Skills

• Notary Public Commission
• Visual design understanding - ability to make documents “pretty” 
• Experience building and nurturing large personal networks 
• Hiring Support for COO 
  • Job Descriptions and Interview Loops: Proficient in crafting comprehensive job descriptions and coordinating interview loops. Skilled in recruiting and engaging others to participate in interviews as needed.
  • Process Acceleration: Ensure efficient communication and feedback flow between executives, recruiters, and the interview applicant tracking system (e.g., Workday). Keep executives updated with timely feedback and maintain clear communication channels with recruiters.
  • Culture Add Interviews: Contribute to evaluating candidates for their cultural fit and ability to enhance the team's dynamics. Participate in culture add or peer interviews when appropriate.