Executive Assistant

Reports To

Vice President, People

What You Will Be Doing

Strategic Operations & Calendar Management

• Orchestrate Complex Calendaring: Manage intricate, high-volume calendars for the executive team, proactively resolving conflicts and anticipating shifts in priority
• Workflow Optimization: Monitor office deadlines and manage internal workflows to ensure leadership stays ahead of critical milestones
• Global Logistics: Coordinate comprehensive domestic and international travel itineraries, including visa requirements and ground logistics, expense reports etc
• Event & Hospitality Oversight: Lead the planning and execution of meetings, team-building events, and high-level hospitality, including catering and venue logistics

Cross-Functional Liaison & Communication

• Internal Diplomacy: Act as a primary point of contact between the executives and internal departments, facilitating smooth communication and timely follow-ups
• Professional Representation: Greet visitors and represent the executive suite with a high degree of professionalism, ensuring a world-class experience for partners and guests
• Confidentiality & Discretion: Serve as a trusted gatekeeper for sensitive organizational information, handling all matters with the utmost integrity and judgment

Financial & Project Administration

• Expense & Budget Support: Execute monthly expense reporting, accounting tasks, creating and managing POs and billing/invoicing processes with precision
• Independent Project Management: Act as a standalone project manager for various administrative initiatives, seeing them through from conception to completion
• Reporting & Documentation: Prepare high-quality reports, presentations, and briefing materials for executive review

What You Will Bring to ChargePoint

• Executive Presence: A polished, professional demeanor capable of representing the organization to global stakeholders
• Adaptive Problem Solving: The ability to use sound judgment and remain composed in a fast-paced environment characterized by shifting priorities and frequent interruptions
• High Emotional Intelligence: Strong networking and negotiation skills with the ability to "read the room" and provide support exactly where it is needed most
• Growth Mindset: A "roll-up-your-sleeves" attitude with a hunger to learn the business deeply and grow within the organization
• Extreme Detail-Orientation: A meticulous approach to work where no detail is too small to be overlooked

Requirements

• Experience: 8+ years of experience supporting C-Suite or high-level executives, preferably within a high-growth technology environment
• Technical Proficiency: Fully proficient in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Systems Knowledge: Previous experience with NetSuite and Navan is highly preferred
• Education: Bachelor’s degree preferred, or equivalent high-level administrative experience
• Startup DNA: Experience in a startup or rapid-scale environment is a significant plus; you should be comfortable with ambiguity and "building the plane while flying it."

Location

Campbell, CA