Executive Assistant - Pendo : Job Details

Hybrid roles require role responsibilities to be performed in the office for a portion of the week, with an option to work remotely. You must be based within a 50-mile commuting distance of the specified office location: San Francisco, California.

Bachelor's degree or equivalent work experience.

7+ years administrative support or similar experience

• At least 5 years in a direct support capacity, managing complex calendars
• Excellent written and verbal communication skills
• Excellent problem-solving skills, with a can-do attitude and ability to suggest solutions
• Excellent understanding of business processes and prioritization
• Strong customer service skills and ability to build rapport with internal and external partners
• Team player who is willing to step in and help where needed
• Proven organizational and time management skills, with strong attention to detail and an ability to move projects forward
• Ability to incorporate feedback as a member of cross-functional teams
• Ability to manage confidential information with discretion
• Ability to respond with emotional intelligence in a professional setting
• Enthusiasm for supporting company culture and employee experience
• Adaptable, reliable, persistent, thorough
• Experience with Google Suite Apps: Gmail, Calendar, Docs, Sheets, Slides or comparable platforms
• Experience mentoring and/or leading EAs, preferably in a fast-paced growth environment.

Experience working with autonomy and implementing process improvements.

The Executive Operations team supports leaders across Opendoor, partnering to provide leverage for Executives' individual work and their teams' success. The Executive Operations team collaborates across many other teams at Opendoor to deliver effective and efficient results that move our goals and our culture forward.

This role requires a master multitasker with excellent communication skills and an upbeat, self-starter attitude. You'll partner closely with various stakeholders in implementing efficient administrative and operation processes to support rapid growth. This role relies heavily on the ability to be highly responsive and organized, with the willingness to learn on the go.

Calendars

• Build and maintain, solve for efficiency and solutions.
• Address priorities, deconflict issues, understanding of meeting cadences, pre-work, content, agendas
  • Develop and implement recurring meeting cadence to satisfy needs of the team, while reducing thrash and context switching
  • Regularly alert Exec to potential conflicts or errors in sequencing and suggest solutions to avoid wasted time and effort
  • Continuously monitor Exec's goals/priorities to ensure meetings align with those priorities and time is used efficiently

Expenses and Travel

• Support in booking travel and completing expenses in a timely fashion

Communication on behalf of Exec (internal & external), using judgment and confidentiality:

• Communicate leaders' goals and wishes to their team on a regular basis. Key stakeholders and partners rely on the EBP for updates or direction on behalf of the Leader.
• The EA has a pulse on the org and advises the leader on their communications and approach
• Navigate sensitive differences of opinion re: calendar and process changes, acts as gatekeeper for leader's time and priorities.
• Create a positive reputation for the Exec externally, by facilitating important meetings efficiently, and gracefully blocking others
• Ghost writing - internal/external

People

• Advise leaders on team dynamics and/or potential blind spots
• Trusted sounding board for teammates, using judgment when to listen, advise and/or bring issues to light.
• Promos and high potential support (mentorship programs to running promo cycles) - cover gap for PBP
• Onboarding/Offboarding (for their leads only)

Meetings

• Ensure meeting efficiency and effectiveness (Logistics, agenda building, decks, track AIs)
• Meeting cadence in line with corporate planning structure
• All hands support
• Design, implement and document team processes

Procurement

• Manage PO Process, T&E Budgets
• Liaise with vendors, Finance and Procurement on ZIP/Coupa process

Events/Culture

• Onsite/offsite full support - for lead's ONLY
  • Draft agenda, source lodging, research flights, book ground transportation, source and book venues and activities, restaurants, catering, manage all contracts and payments, onsite resource for attendees.
• Manage celebrate moments budgets
• External scheduling, partner with recruiter (internal or external), set up and run post syncs, ensure white glove candidate experience

Executive/Leader Enablement

• Project Management - i.e. onboarding, vendor management, newsletters, quarterly and annual planning
  • Lead projects or initiatives for your leader, creating a plan and managing progress against it
  • Leader onboarding - act as a resource to new team leaders, draft their onboarding docs, set up their initial schedules
  • Corporate/Annual Planning, OKR Process, Vendor Management

Cross-Functional representative for Execs and Teams

• Represent the Exec with E-team, S-team, Finance, Recruiting, Comms, HR, IT
  • Use judgment to best represent their Exec's needs when negotiating time and engagement with other parties.
• Provide feedback and suggest improvements on internal systems
  • I.e. ZIP PO Process, new vendor RFP
• Manage internal and external processes on behalf of the Executive

Resourcing

• Proactively stay abreast of changing priorities of Execs and teams
• Negotiate and balance workload between Execs and teams

Our compensation reflects the cost of labor across several U.S. geographic markets, and we pay differently based on those defined markets. Base pay is one part of our total compensation package and is determined within a range. This provides the opportunity to progress as you grow and develop within a role. The U.S. pay range for this position is $123,200 - $154,000 annually. Pay within this range varies by work location and may also depend on your qualifications, job-related knowledge, skills, and experience.