WeaveGrid

Executive Assistant

• Provide administrative and operational support to the VP, including calendar management, travel coordination, meeting preparation, expense support, and follow-up tracking.
• Prioritize meeting requests and ensure preparatory materials are completed on time and sufficiently.
• Implement a framework based on best practices for the executive time, including preserving focus time and strategic time, and ensuring time is available for critical tasks agreed with the VP.
• Coordinate events and travel on behalf of the VP, including client and stakeholder meetings, and conferences.
• Handle last-minute changes and troubleshoot travel issues, real-time.
• Prepare “travel memos” to ensure seamless logistics, and preparation for the VP.
• At the VP’s discretion, attend certain meetings to support agendas, logistics, notes, and action-item tracking.
• Build relationships with the leadership team and across the organization.
• Lead special projects, at the VP’s discretion.
• Maintain utmost care and confidentiality with respect to sensitive information.
• Prioritize, multi-task, and handle a continuously evolving environment.
• Ability and willingness to support at least one executive.
• Oversee day-to-day office operations to ensure smooth operations for San Francisco employees.
• Directly manage an office porter providing office support, so long as the office porter continues to provide services to WeaveGrid.
• Execute a daily office checklist for opening and closing.
• Manage office vendor relationships.
• Oversee general office maintenance and coordinate with contractors and building management as needed, including AV and security, with support of WeaveGrid’s IT team.
• Manage the kitchen and office supply inventory.
• Check mail and packages.
• Manage the office telephone system and access, including answering the company telephone and facilitating guest arrivals and departures.
• Plan and execute office events, onsites, meals.
• Coordinate IT setup for company events.
• Ensure compliance with safety protocols.
• Manage office budget.
• Own the workplace experience strategy as the team scales, anticipating space, equipment, and process needs ahead of headcount growth.
• Partner with the People/Talent team on space planning and seating as the office grows.
• Special projects and other duties as designated by your manager or assigned designee.

Senior Executive Assistant – Workplace Experience Manager