AutoGrid Systems : Executive Assistant & Office Manager

 In Jobs

Office Manager/Executive Assistant

Location: Redwood City, CA – Full Time

Company Overview

Join a global high-performing team that is turning big data into our world’s cleanest, cheapest, most reliable source of power! AutoGrid provides best-in-class energy flexibility management solutions to utilities and amazing career opportunities to its highly-motivated employees. As a member of the AutoGrid team, you will have a chance to work with the brightest minds in the space and solve the world’s toughest energy problems. If this challenge appeals to you, keep reading!

The Role

As the Office Manager/Executive Assistant you will be joining the key support team for Executives, the Finance/HR team and the rest of the organization. The ideal candidate is reliable, organized and resourceful, able to demonstrate a high level of discretion & confidentiality, shows flexibility in a fast-paced environment and able to work well with multiple people and personalities internally and externally.

Responsibilities and Duties

Executive Administration

  • Manage highly complex calendars, organize and prioritize heavy volumes of daily activities for executives, collaborate with internal and external teams to schedule calls/meetings that best fits the executive’s time.
  • Arrange Domestic/International travel & logistics, prepare itineraries and schedules when needed. Ability to research and determine the most efficient and economical options for flights, hotels and transport with the utmost detail.
  • Schedule and coordinate board meetings/dinners, company All Hands and larger volume meetings. Ability to maintain high levels of professionalism and politeness when corresponding with board members and customers.
  • Coordinate & manage a broad variety of tasks and projects requested by the executive team.
    General Administration
  • Front Desk/Reception-Be the friendly face of the office, greet and meet visitors, candidates and clients in a welcoming manner and get them settled into conference rooms, receive mail & packages and screen unknown visitors.
  • Facilities/Kitchen Management-Maintain office and conference rooms for guests, provide kitchen maintenance, re-stocking, oversee catering, food and supply orders. Must be able to lift at least 20 lbs as we receive many boxes and orders that require lifting/moving.
  • Coordinating/Managing External Vendors-Work with vendors/platforms required to support company operations, including working with property managers, IT, telecommunications, food and supply vendors and various other contractors and platforms
  • Employee Relations-Plan & facilitate in-office/offsite events-weekly happy hours, birthday and other celebrations, plan mini office events and company outings/events. Relay important information from the Exec. team and communicate other facility and operational updates to the team. Conference room management and facilitating and resolving booking conflicts.
  • Support & Coordinate HR Duties- Assist with employee onboarding/offboarding, management of HR systems, update & maintain personnel records, receive PTO requests and expense reports and coordinate candidate logistics/schedule calls and onsite interviews.
  • Assist & Support the Finance Team -Organize and maintain company/ customer files and databases in a confidential manner.

Qualifications and Skills

  • 3+ years of relevant administrative, operations, and/or HR experience
  • Entrepreneurial mindset; experience working in a fast-paced, high-growth start up or comparable environment is preferable
  • Highly resourceful and strong organizational skills that reflect the ability to perform and prioritize multiple tasks with attention to detail.
  • Very strong interpersonal skills and ability to build relationships and adapt to multiple internal and external stakeholders.
  • Proficient in MS Office (Word, Excel, PowerPoint), G Suite(Gmail, Doc, Drive, Calendar) Knowledge in other commonly used productivity tools; Confluence/Jira, Concur, Slack, WebEx, Zoom or ability to learn new platforms a plus.
  • Ability to handle high levels of sensitive and confidential information with discretion.

To Apply & Learn More: Click Here: https://autogrid.applytojob.com/apply/jobs/details/YtuUHLuWul

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