Executive Assistant

February 20

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XPRIZE

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XPRIZE is a non-profit organization committed to inspiring and empowering humanity to achieve breakthroughs that accelerate an abundant and equitable future for all. Founded to address major global challenges, XPRIZE organizes competitions across focus areas such as biodiversity, climate, energy, deep tech, food, water, waste, health, learning, society, space, and exploration. These competitions set clear and measurable goals to stimulate innovation worldwide, leveraging a network of experts and a rigorous prize model to validate and celebrate the resulting solutions. XPRIZE competitions have engaged thousands of global teams, encouraging creativity from a diverse range of participants, including scientists and innovators from various fields.

Incentivized Prize Development • STEM Education • Energy & Environment • Space Exploration • Lifesciences

51 - 200 employees

Founded 1995

🤝 Non-profit

🔬 Science

🌍 Social Impact

💰 $1.8M Grant on 2018-10

📋 Description

• Reporting to the Chief of Staff, the Executive Assistant will provide high-level, hands-on administration and will support high ranking members of the Foundation including the Chief Financial Officer, Executive Vice President of the Health domain, Chief People Officer, and Chief Technology Officer. • The Executive Assistant will work across time zones as needed to provide professional support to assigned Executives, regardless of location. • Support will include: Calendar Work with each Executive to determine calendaring support needs. • Coordinate with Executive team members to align calendars and organize meetings. • Using discretion, communicate internally and externally regarding scheduling availability as needed with Executive and work teams. • Manage a heavy calendar, to include scheduling and coordinating calls and meetings. • Handle email responses with both internal and external stakeholders. • Understand meeting objectives and prioritize frequently changing business needs and key stakeholder demands. • Meeting Logistics Ensure Executive team members have all necessary and pertinent meeting participant details. • Provide updates to any changes in meeting participation prior to start time and determine with Executive team members if that changes the scope of meeting or requires rescheduling. • Work with the Executive team to determine which meetings the EA will attend. • Take meeting notes, capture deliverables, and report back to the supported Executives. • Update the Foundation Collaboration Calendar to track any out-of-office occurrences (vacations, travel, etc.) for the office of these Executive team members. • Travel Arrangements Coordinate frequent domestic and international travel to include airfare, hotel, and ground transportation while ensuring all plans fall within the Foundation’s Travel and Entertainment policy. • General Support Processing expense reports and overseeing expense report filing. • Managing Purchase Order process from creation to payment. • Ordering meals as necessary. • Work with supported teams and other EA/AAs in support of the Foundation. • Prepare Google Slides/ PowerPoint presentations as needed. • Prepare correspondence including memos, emails and other communiques for a varied audience. • Special Projects as assigned.

🎯 Requirements

• 3-5 years of experience supporting multiple C-level Executives. • 1+ years experience using Google Suite of tools. • 2+ years experience using MS Office Suite. • Minimum 1 year experience supporting Executives in different time zones and locations. • Exceptional organizational abilities and high level of attention to detail. • Experience working with modern remote-office technologies (Zoom, Slack, Asana, etc.). • Exceptional time management skills, with the ability to consistently prioritize tasks and manage deadlines with minimal supervision. • Proven listening, writing and communication skills across various platforms (memos, emails, letters, instant messaging apps). • Maintain absolute confidentiality internally and externally. • Demonstrated maturity and emotional intelligence to handle, direct and/or resolve sensitive matters. • Anticipate needs and quickly adapt to changes as they arise, overcoming roadblocks before they become problems. • Ability to multitask, work with conflicting deadlines, manage a heavy calendar, and make adjustments on the spot. • Self-starter who takes a proactive approach to solve problems. • Personable, professional and calm demeanor; displays grace under pressure. • Patience, flexibility, and a good sense of humor. • Willingness to think and act creatively.

🏖️ Benefits

• Extensive benefits package. • Generous paid time off including vacation, sick, and holidays.