Executive Assistant

Datasite is where deals are made. We provide the data rooms and SaaS technology used in M&A and other high-value transactions, to deliver projects in more than 170 countries. Carrying that success into the future is all about you. Your useful skills, your unusual experience, your unique ideas. Everyone here brings something unexpected. What’s yours? Invest your talents in us, and we’ll return the compliment.

Job Description:

 Summary:  

Provide high level administrative support and coordination to several members of the senior leadership team of the company and their management teams.  

Responsibilities: 

• Coordinate and maintain calendar, prioritizing requests for meetings

• Maintain organized office space and files (hardcopy or electronic) which support the efficiency of the executive, order and maintain office supplies and equipment 

• Phone and email screening; respond to complex and varied requests 

• Coordinate travel; adjust itineraries and arrangements as necessary 

• Coordinate, plan, and help lead meetings leveraging technology (teams, webex, video conferencing, etc.) when appropriate 

• Submit expenses on behalf of the SVP & VPs which conform to Datasites’s expense policy 

• Create and update documentation, presentations, spreadsheets, organization charts, memos, emails 

• Suggest improvements to processes, programs and policies that align with organizational and team goals  

• Assist executive in coordinating business processes/programs such as interviewing/onboarding of new employees, performance management and annual pay increase process, budget planning, IT and equipment upgrades, talent development, succession planning, job description development 

• Represent the office in a professional manner to external clients, professional colleagues, trade associations, board members, etc. directing inquiries efficiently and confidentially 

• Focus on helping SVP/VP coordinate a large amount of information, requests, and competing priorities by handling any/all administrative duties on his/her behalf 

• Research, organize, administer and oversee large scale, corporate wide projects on behalf of the executive 

Minimum Education: 

Associates degree required, Bachelor's degree strongly preferred 

Minimum Experience: 

• 2 years previous experience providing high quality administrative support to management 

• Must be an advanced user of Microsoft applications--Word, Excel, PowerPoint and Outlook 

Skills and Competencies 

• Positive attitude with a strong customer service orientation 

• Highly organized, with the ability to prioritize and manage multiple tasks and deadlines  

• Highly confidential with a professional demeanor and calm manner 

• Excellent written and verbal communication skills  

• Ability to anticipate needs and effectively prioritize, meet deadlines and manage multiple tasks in a time sensitive, deadline oriented environment with constant changes 

• Strong attention to detail 

• Team player dedicated to working cooperatively and seamlessly with the entire executive organization as needed 

The base salary range represents the estimated low and high end for this position at the time of this posting. Consistent with applicable law, each candidate’s compensation offer may vary and will be determined based on but not limited to, your geographic region, skills, qualifications, and experience along with the requirements of the position.  Datasite reserves the right to modify this pay range at any time.

As a global organization, Datasite knows that diverse perspectives are essential to our success. We’re committed to maintaining a diverse workforce to serve our customers around the world. Datasite is an equal opportunity employer (EEO) and furthers the principles of EEO through Affirmative Action.

Salary : $57,900 - $96,200