Executive Assistant [United States]

 

XPRIZE Overview

XPRIZE is a global future-positive movement of 1M people and rising. As a 501(c)3, XPRIZE delivers truly radical breakthroughs for the benefit of humanity and solves some of the world’s greatest challenges. Active competitions include the $100M XPRIZE Carbon Removal, the $11M Wildfires XPRIZE, the $15M XPRIZE Feed the Next Billion, the $10M ANA Avatar XPRIZE, the $10M XPRIZE Rainforest and the $5M XPRIZE Rapid Reskilling. Join XPRIZE to help create a better future for everyone, everywhere. We operate across 7 incredible domains, including:

• Climate & Energy
• Biodiversity & Conservation

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  Food, Water & Waste
• Quantum & Deep Tech
• Space & Exploration
• Learning & Society
• Health

PRIMARY RESPONSIBILITIES

The Administrative Assistant will provide high-level, hands-on administration and will support the Chief Executive Officer. The Administrative Assistant will work across time zones as needed to provide professional support, regardless of location.

Support will include:

• Calendar
  • Work with Executive to determine calendaring support needs.
  • Coordinate with Executive team members to align calendars and organize meetings.
  • Using discretion, communicate internally and externally regarding scheduling availability as needed with Executive and work teams.
  • Manage a heavy calendar, to include scheduling and coordinating calls and meetings. Handle email responses with both internal and external stakeholders.
  • Understand meeting objectives and prioritize frequently changing business needs and key stakeholder demands.
• Meeting Logistics
  • Ensure Executive has all necessary and pertinent meeting participant details. Provide updates to any changes in meeting participation prior to start time and determine with Executive team members if that changes the scope of meeting or requires rescheduling.
  • Work with the Executive team to determine which meetings the EA will attend. Take meeting notes, capture deliverables, and report back to the supported Executives as needed.
  • Update the Foundation Collaboration Calendar to track any out-of-office occurrences (vacations, travel, etc.) for the office of these Executive team members.
• Travel Arrangements
  • Coordinate frequent domestic and international travel to include airfare, hotel, and ground transportation while ensuring all plans fall within the Foundation’s Travel and Entertainment policy.
  • Will be handling a very busy schedule while CEO travels across multiple time zones.
• General Support
  • Processing expense reports.
  • Ordering meals as necessary.
  • Work with supported teams and other EA/AAs in support of the Foundation.
  • Special Projects as assigned.
  • Prepare Google Slides/ PowerPoint presentations as needed.
  • Prepare correspondence including memos, emails and other communiques for a varied audience.
  • Oversees expense report filing.

QUALIFICATIONS

• 3-5 years of experience C-level Executives
• 1+ years experience using Google Suite of tools
• 2+ years experience using MS Office Suite
• Must have a strong understanding and experience with traveling internationally across multiple time zones and be able to assist CEO wherever she may be.
• Exceptional organizational abilities and high level of attention to detail.
• Experience working with modern remote-office technologies (Zoom, Slack, Asana, etc.)
• Proven listening, writing and communication skills across various platforms (memos, emails, letters, instant messaging apps.)
• Maintain absolute confidentiality internally and externally.
• Demonstrated maturity and emotional intelligence to handle, direct and/or resolve sensitive matters.
• Anticipate needs and quickly adapt to changes as they arise, overcoming roadblocks before they become problems.
• Ability to multitask, work with conflicting deadlines, manage a heavy calendar, and make adjustments on the spot.
• Self-starter who takes a proactive approach to solve problems.
• Personable, professional and calm demeanor; displays grace under pressure.
• Patience, flexibility, and a good sense of humor.
• Willingness to think and act creatively.

COMPETENCIES

• Action Oriented
• Manages Ambiguity
• Collaborates
• Communicates Effectively
• Manages Complexity
• Decision Quality
• Interpersonal Savvy
• Nimble Learning
• Being Resilient
• Resourcefulness
• Situational Adaptability
• Tech Savvy
• Instills Trust
• Optimizes Work Processes

The anticipated base salary for this position is $28 to $39/Hour and may also qualify for an annual incentive. This role is eligible for our extensive benefits package and generous paid time off including vacation, sick, and holidays. The actual base salary offered will depend on a variety of factors including the qualifications of the individual applicant, years of relevant experience for the role, level of education attained, and certifications and/or other licenses held. XPRIZE is a remote-first environment.

The XPRIZE FOUNDATION is an equal opportunity employer and does not unlawfully discriminate in employment. Equal access to employment, services, and programs is available to all persons. Those applicants requiring reasonable accommodation to the application and/or interview process should notify a representative of the organization.

Please note: Though submitting a resume to the XPRIZE FOUNDATION implies that you are interested in a position(s), it does not imply that you are an applicant. You are not considered an applicant until you have been contacted directly by a Talent Acquisitions representative requesting that you begin the designated application process, which may involve phone and/or in-person interview(s), job-related testing, and background checks.

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