What are the responsibilities and job description for the Executive Assistant with Asana Proficiency position at Hubstaff?
Executive Assistant with Asana Proficiency full time
As an Executive Assistant, you will proactively support senior leadership across our three functional organizations - G&A, Business, and R&D providing general administrative support, including complex calendar support with strong attention to accuracy, detail, and allocation of time to promote productivity and anticipate the need to re-prioritize as appropriate; heavy domestic and international travel coordination and logistics; and internal and external meeting coordination and logistics.
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Duties Responsibilities
- On-call availability to provide immediate support across various time zones in which the leader(s) is working.
- Skilled in managing a dynamic workload, requiring quick decision-making and changes in priorities.
- Function as the primary point of contact for internal and external communications on behalf of the leader(s) supported. Draft, review, and manage various communications (via Asana task, Slack, and email) ensuring timely responses and follow-ups.
- Clearly communicate and set expectations with internal and external stakeholders regarding a lead’s time and priorities.
- Proactively maintain schedules and coordinate calendar activities including the scheduling and maintaining of 1 : 1 meetings, ad-hoc group meetings, and coordination for recurring team meetings.
- Organize meetings, including agenda preparation, meeting notes, and follow-up on action items.
- Expense reconciliation and processing.
- Regular or occasional participation in a variety of team and 1 : 1 meetings (recurrence varies based on the meeting, i.e. daily, weekly, monthly, quarterly) to gain context and awareness of business-critical priorities for all leaders supported.
- Manage highly confidential and sensitive information with the utmost discretion and diplomacy.
- Plan and coordinate domestic and international travel arrangements, including flights, accommodations, and itineraries.
- Collaborate with other Admin team members to provide seamless support within the function and with cross-functional teams.
- Support programmatic scheduling for departments : i.e. large internal meetings, new hire onboarding, and one-off requests.
Qualifications :
Technical Requirements :
Benefits :
Schedule : Depends on the leader's time zone.
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