Executive Assistant

The Team: 

Upstart’s executive assistant team consists of a group  all working collaboratively to support senior leadership. Their key priorities include efficient calendar management, effective communication, project support, and maintaining confidentiality. The team's goals focus on enhancing productivity, aligning support with strategic initiatives, improving communication channels, and fostering professional development. By adapting to the evolving needs of executives and the organization, the team plays a crucial role in ensuring smooth operations and successful outcomes. 

As the Executive Assistant at Upstart, you will play  a vital role in enhancing the efficiency of senior leaders by managing their calendars, communications, and key projects. Their responsibilities include organizing meetings, handling sensitive information, and streamlining workflows, which allows executives to focus on strategic decision-making. By providing crucial administrative support, executive assistants significantly impact overall productivity and contribute to the success of the organization.

Position Location - This role is available in the following locations: Remote, San Mateo, CA

Time Zone Requirements - This team operates on West Coast time zones. 

Travel Requirements - This team has regular on-site collaboration sessions. These occur 1-3 times per quarter at an Upstart office. If you need to travel to make these meetups, Upstart will cover all travel related expenses.

How you’ll make an impact:

• Calendar Management: Efficiently organizes and prioritizes the executive's schedule, maximizing time and ensuring important meetings are prioritized.
• Communication Filtering: Screen and manage incoming communications, ensuring that urgent matters are addressed promptly and that the executive is not overwhelmed.
• Meeting Coordination: Plan and coordinate meetings, including logistics, agendas, and follow-up actions, enhancing collaboration and productivity.
• Onsite Planning: Coordinate and manage logistics for onsite events and meetings, ensuring everything runs smoothly and aligns with the executive's goals.
• Travel Arrangements: Organize travel plans, optimizing itineraries and accommodations to reduce stress and save time for the executive.
• Confidential Information Handling: Manages sensitive documents and communications with discretion, maintaining confidentiality and trust.
• Problem Solving: Proactively identifies and resolves issues that may arise, allowing the executive to focus on strategic tasks.
• Team Liaison: Act as a bridge between the executive and other departments, facilitating effective communication and collaboration.
• Task Prioritization: Helps prioritize tasks and projects, ensuring that the executive remains focused on high-impact activities.

What we’re looking for: 

• Minimum qualifications:
  • Proven Experience: Minimum of 4-5 years in an administrative or executive assistant role, preferably supporting senior executives.
  • Strong Organizational Skills: Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
  • Excellent Communication: Proficient verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
  • Tech Proficiency: Familiarity with office software (e.g., Microsoft Office, Google Workspace) and project management tools; experience with CRM software is a plus.

• Preferred qualifications:
  • Ability to Manage Complex Calendars: Expertise in scheduling and prioritizing meetings across multiple time zones while anticipating scheduling conflicts.
  • Skilled in Project Management: Proficient in managing projects from inception to completion, including timeline tracking and resource allocation.
  • Knowledge of Communication Tools: Familiarity with tools such as Slack, Zoom, or Google Suite  to facilitate effective remote communication and collaboration.
  • Ability to Adapt to Change: Comfortable working in a dynamic environment and capable of quickly adjusting priorities as business needs evolve.
  • Skilled in Event Planning: Experience in organizing and executing corporate events, meetings, and team-building activities, ensuring attention to detail and logistical efficiency.
  • Ability to Build Relationships: Strong interpersonal skills to establish rapport with executives, team members, and external partners, fostering a collaborative work environment.

What you'll love: 

• Competitive Compensation (base + bonus & equity)
• Comprehensive medical, dental, and vision coverage with Health Savings Account contributions from Upstart 
• 401(k) with 100% company match up to $4,500 and immediate vesting and after-tax savings
• Employee Stock Purchase Plan (ESPP)
• Life and disability insurance
• Generous holiday, vacation, sick and safety leave  
• Supportive parental, family care, and military leave programs
• Annual wellness, technology & ergonomic reimbursement programs
• Social activities including team events and onsites, all-company updates, employee resource groups (ERGs), and other interest groups such as book clubs, fitness, investing, and volunteering
• Catered lunches + snacks & drinks when working in offices

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