Couchbase Executive Assistant 

United States, California 

368945906

This Executive Assistant will play a pivotal role in ensuring the smooth operation of the leader's day-to-day activities, including but not limited to managing calendars, coordinating meetings, and handling various administrative tasks. This position may also involve occasional support for engineering-related events and conferences. We're looking for someone with exceptional communication skills, strong organizational abilities, and the ability to maintain confidentiality while working in a fast-paced engineering environment.

Calendar and Schedule Management:

• Proactively manage the calendar, including scheduling and coordinating meetings, appointments, and travel arrangements.
• Prioritize conflicting demands and resolve scheduling conflicts to optimize time.
• Ensure preparedness for upcoming and regular commitments.

Meeting Coordination and Support:

• Prepare and distribute meeting agendas, presentations, and other relevant materials.
• Arrange logistics for meetings, including room bookings, video conference setup, and catering.
• Attend meetings, take accurate notes, and generate actionable minutes for distribution.

Communication and Correspondence:

• Manage incoming and outgoing communications on behalf of the Engineering leader, including emails, phone calls, and written correspondence.
• Draft, proofread, and edit documents, presentations, and reports to ensure accuracy and clarity.
• Maintain a high level of professionalism and discretion in handling sensitive and confidential information.

Travel and Expense Management:

• Coordinate travel arrangements, including booking flights, accommodations, ground transportation, and visas.
• Prepare detailed itineraries, travel and expense reports, and reconcile expenses in a timely manner.
• Maintain travel preferences, loyalty programs, and travel-related documentation.
• Some travel may be required to support at a given event, roughly 2-4 times per year.

Administrative Support:

• Ability to multi-task and change direction quickly.
• Proactively manage vendor invoices, including purchase requisitions and orders, and liaise with accounting teams to ensure timely billing.
• Provide general administrative support, such as managing files, organizing documents, and maintaining records.
• Assist in the preparation and formatting of reports, presentations, and other documentation.
• Handle administrative tasks, including photocopying, scanning, and filing documents.
• Collaborate and partner effectively with other Executive Assistants and stakeholders. Maintain a positive attitude in a fast-paced work environment.

Preferred Qualifications:

• +7 years experience supporting senior executives, preferably in an engineering or technology setting.
• Excellent writing, editing, and communication skills with strong accuracy and attention to detail.
• Experience in developing communications and handling sensitive correspondence.
• Excellent interpersonal skills, diplomacy, and tact.
• Ability to prioritize, meet deadlines, and maintain a high level of confidentiality and discretion.
• Excellent MS Office, Google Suite, Slack, Zoom or equivalent, and calendaring skills, especially exceptional skills in Excel and PowerPoint or Google equivalents.
• Flexibility to take on projects on an ad hoc basis.
• Possess strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced, dynamic environment.
• Flexibility is important; some off-hours, non-normal workday tasks may be required occasionally.