Navan is seeking a dynamic and results-oriented Executive Assistant to support our Chief Financial Officer and General Counsel while contributing to the seamless operation of our New York City office. As a key member of our team, you will be responsible for providing exceptional administrative support, managing external guest interactions, and ensuring the smooth execution of key initiatives. Additionally, you will be asked to support some responsibilities related to workplace experience and may occasionally assist the local team with support and day-to-day operational tasks. This position requires a strong in-office presence, with an ask of being onsite 3 - 4 days a week.
What you'll do:
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Executive Support:
- Manage complex calendars, including scheduling meetings, travel arrangements, and appointments.
- Prepare and organize essential documents, presentations, and reports.
- Anticipate the needs of the CFO and General Counsel while proactively address any challenges.
- Serve as the primary point of contact for internal and external stakeholders.
- Provide support to the Finance and Workplace leadership team
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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:
- Plan and execute team events, including meetings, conferences, and retreats.
- Manage budgets, 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, virtual speaking events, printing, and other collaboration tools
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Communication and Coordination:
- Draft and edit professional correspondence, presentations, and reports.
- 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 to support executives, initiatives, travel plans and ad hoc requests.
What we're looking for:
- Bachelor's degree or equivalent experience.
- 5+ years of experience as an Executive Assistant in a fast-paced, high-tech environment.
- 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.
