Navan is seeking a dynamic and results-oriented Administrative Assistant to support our Chief of Staff while contributing to the seamless operation of our Palo Alto office. As a key member of the Office of the CEO, you will be responsible for providing exceptional administrative support, managing external guest interactions, and ensuring the smooth execution of key initiatives. This position requires a strong in-office presence, with an ask of being onsite four days a week in our Palo Alto HQ.
What you’ll do:
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Executive Support:
- Manage complex calendars, including scheduling meetings, travel arrangements, and appointments.
- Coordinates domestic and international travel to ensure smooth execution of air travel, accommodations, and logistics
- Anticipate the needs of the Chief of Staff and the CEO while proactively addressing any challenges.
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External Guest Management:
- Coordinate and manage all aspects of external guest visits, from scheduling to logistics.
- Ensure a warm and welcoming experience for all guests.
- Foster strong relationships with external partners.
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Event Planning:
- Assist with the planning and execution of executive events, including dinners, meetings, conferences, and offsites.
- Assist with logistics and attendee communications.
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Operational Excellence:
- Streamline administrative processes and procedures to enhance efficiency.
- Collaborate with cross-functional teams to drive projects and initiatives.
- Provide valuable insights and recommendations to improve team operations.
- Technology expert and confidence navigating Gsuite, Zoom, Slack, printing, and other collaboration tools
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Communication and Coordination:
- Draft and edit professional correspondence.
- Manage communication channels and ensure timely dissemination of information.
- Coordinate with internal and external stakeholders to ensure smooth operations.
- Partner cross functionally with the global EA team.
What we’re looking for:
- Bachelor's degree or equivalent experience.
- 5+ years of experience as an Executive Assistant or Administrative Assistant in a fast-paced, high-tech environment.
- Extreme attention to detail and ownership over each task, project and initiative.
- Proven track record of managing complex calendars and coordinating events.
- Exceptional customer service skills and a commitment to providing a positive experience.
- Strong organizational, analytical, and problem-solving abilities.
- Excellent written and verbal communication skills.
- Ability to thrive in a dynamic and fast-paced environment.
- Proactive and flexible nature to ensure seamless experience in a dynamic and fluid environment.
