Executive Assistant to CEO/COO and Executive Office

Sunnyvale, CA

Founded in 2015, Acubed is the Silicon Valley innovation center of Airbus. As a global leader in aerospace, Airbus aims to make things fly. Our mission is to provide a lens into the future for the industry, transforming risk into opportunity to build the future of flight now.

At Acubed, we strive to propel innovation to market faster, broaden the talent pool in emerging aerospace careers and simultaneously help drive a culture change across Airbus.

About Acubed 

Founded in 2015, Acubed is the Silicon Valley innovation center of Airbus. As a global leader in aerospace, Airbus aims to make things fly. Our mission is to provide a lens into the future for the industry, transforming risk into opportunity to build the future of flight now. At Acubed, we strive to propel innovation to market faster, broaden the talent pool in emerging aerospace careers and simultaneously help drive a culture change across Airbus. 

Role Description

Acubed is seeking an Executive Assistant to the Chief Executive Officer and Chief Operating Officer. The Executive Assistant (EA) is responsible for the operational execution of the Acubed Executive Office (EO) in line with the CEO/COO’s business needs and priorities, and for facilitating effective relationships between the Executive Team and the rest of Acubed. The ideal candidate is someone who has experience in a large organization as well as a fast-paced start-up type environment. You are proactive, a great communicator, and highly skilled at anticipating needs, exercise good judgment in a variety of situations, and expertly balance multiple priorities. More broadly the duties and responsibilities of an EA include scheduling coordinating meetings, greeting visitors and providing high level executive support. A successful candidate should have prior experience and exposure to a variety of software tools and be able to navigate the demands of a high volume of requests.

Responsibilities

  • Track critical administrative action items and meetings, ensuring timely action by the Leadership Team and other relevant parties
  • Help manage the C Suite’s priorities
    • Act as gatekeeper for CEO and COO’s agendas
    • Calendaring: closely work with other executive assistants in the business across multiple time zones primarily in the US and Europe.
    • Book travel and lodging, including flights, hotels, ground transportation, visa and passport requests, effectively working with multiple time zones
    • Submit and reconcile expense Reports
    •  Manage events / visits (NDA and other visitor form completion, agenda, invites, comms support, partnering with operations)
  • Manage organization of weekly team meetings, monthly All Hands (scheduling and agenda creation), leadership offsites (content and logistics) and other meetings and events as required in coordination with the Leadership Team (Airbus weblives, Acubed activities such as kickboxing, yoga, book club, etc)
  • Own yearly internal events tracker, manage company swag and oversee office-related happenings
  • Act as backup and support to facilities manager for our lunch program, badges and for ordering snacks and supplies as needed
  • Plan offsites/group meetings/misc events (including but not limited to summer/anniversary event, EOY/Holiday event, Leadership Team offsites, etc)
  • Coordinate with Operations Team to understand processes and business operations in support of the Executive Office
  • Adapt and re-prioritize as needed
  • Exercise utmost confidentiality in sensitive aspects of all of the above
  • Perform other duties as needed and assigned

Qualifications

  • Bachelor's degree preferred but not required and at least 5 years of experience supporting C-level executives or prior proven experience as an an Administrative Assistant, Executive Assistant or Office Manager
  • A strong sense of urgency and flexibility
  • Experience supporting senior level executives in a fast-paced environment
  • Proficiency with Google Suite and slack are a huge plus
  • Ability to prioritize and multitask effectively
  • Proactive problem solving
  • Strong organizational skills, attention to detail, accuracy and professional demeanor
  • Prior experience in a start-up environment a big plus

Pay Transparency Notice: Depending on your work location and years of experience, the target annual salary for this position can range from $110,000 - $158,000 + target bonus + benefits (including medical, dental, vision, 401(k), and flight training).

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