What youll do
We are looking for a strategic, proactive, organized, conscientious, flexible, and people-driven Executive Assistant, to support our India Site Leader and VP of Product Development, and broader organization. You will assume a wide range of internal, day-to-day responsibilities as well as external customer and partner facing tasks, all of which will require coordination, prioritization, confidentiality, and a high EQ. Using your exceptional strategic and critical thinking skills, as well as your focused multitasking capabilities, you will effectively and independently help to manage the executive s time, while proactively future-planning, in order to make the team as efficient as possible and ensure smooth day-to-day business operations for the broader organization.
This position is an individual contributor role reporting to India Site Leader and VP of Product Development.
Responsibility
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Perform administrative tasks including but not limited to: calendar management; preparing meeting materials, presentations and other collateral
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Arrange international and domestic travel and more
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Attend and participate in staff meetings, and other business meetings, as needed, to build an understanding of the Sign function, the DocuSign Agreement Cloud and the Business in general, in order to more effectively and proactively manage priorities
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Take on, plan for, and implement small-to-medium-sized projects including but not limited to: owning staff meeting agendas, content and follow-up items
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Liaise with program management and talent acquisition to track and execute against hiring plans; space and business planning
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Interface with the field and customer support teams to effectively triage and delegate incoming product and customer issues to ensure effective and timely resolution
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Arrange and coordinate medium-to-large onsite/offsite/virtual meetings, liaising with other departments as needed for event execution support, while helping to drive agenda, content, speakers, and follow-up items
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Arrange and coordinate logistics for customer meetings, conferences, and other events as necessary including both internal and external participants
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Conduct new vendor and purchasing requests, as needed, following through to ensure prompt processing, approvals, and payments
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Build and maintain cross-functional and cross-company relationships and leverage such relationships to execute all tasks efficiently and with the best interest of the department, company, and customers in mind
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Act as back-up to other Executive and Administrative Assistants in the Product Development organization as needed
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Perform other administrative related functions, delegated, or assigned
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Support additional site-related HR operations until the entity is set up: including onboarding/offboarding processes, Coordinate and facilitate employee programs. Assist with recruitment processes, such as job posting, candidate screening, and interview coordination. Ensure compliance with employment laws and regulations
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Oversee day-to-day office operations, including facilities management, supplies inventory, and vendor management
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Coordinate office maintenance and repairs, liaising with building management as necessary
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Maintain office policies and procedures, ensuring a safe and efficient work environment
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Plan and coordinate office events, team-building activities, and employee recognition initiatives
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Handle office budgets and expenses
What you bring
Basic
- 3+ years of administrative assistant work supporting VP-level executives or higher
- Bachelor s degree or equivalent experience
Preferred
- 5+ years of experience assisting multiple executives in a Technology or RD department
- Proven experience as an Executive Assistant, HR Coordinator, or similar role, preferably in a fast-paced environment
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively
- Thrive in an unstructured environment with minimal direction
- Able to handle multiple executives with different working styles
- Experience working at a rapidly growing company
- Experience and demonstrated success managing multiple priorities while working in remote environments and/or with remote executives
- Strong computer and software skills (Google apps, Zoom, Concur, Microsoft Outlook, Word, Excel, and PowerPoint)
- Excellent organization, attention to detail and able to context switch between tasks and topics
- High level of integrity
- Excellent interpersonal skills
- Passion, adaptability, and ability to navigate ambiguity and take action accordingly
