Senior Executive Assistant
Senior Executive Assistant
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Salary Not Disclosed
1 Vacancy
Job Description
At Koalafi we believe in a world where no one has to put an important purchase on hold. Thats why were making it easier for more people to pay for big purchases over time.
Over 17000 retailers rely on us to match their customers to a payment plan clearly and quickly all while reflecting well on their brand. Their 2M customers love us because we provide a flexible way for them to make payments and give them an opportunity to improve their credit. Our 200 Koalafi teammates enjoy inspiring and challenging work that accelerates their careers.
Interested in learning more about how were transforming the financing experience and joining our team
What Youll Do
We are seeking a highly organized and selfmotivated Senior Executive Assistant with experience supporting multiple senior level executives. This role provides comprehensive support to a group of 5 Leadership Team members primarily with scheduling/calendar management expense compliance/reimbursement event coordination and travel. The ideal candidate will demonstrate exceptional attention to detail professionalism judgement independence and the ability to handle multiple tasks and projects with efficiency and discretion.
Responsibilities:
Calendar Management
- Efficiently manage and coordinate the calendars of executives including scheduling meetings appointments and events.
- Proactively anticipate scheduling conflicts and provide timely resolutions.
- Ensure executives are wellprepared for meetings with relevant materials (including lunch orders for in person meetings/interviews).
- Suggest calendar optimizations to improve efficiency.
Travel Coordination
- Arrange domestic and international travel including flights accommodations transportation and itineraries.
- Monitor travel schedules to accommodate changes and emergencies ensuring seamless travel experiences.
- Handle travelrelated expenses and reconcile travel costs promptly.
Expense Management
- Process expense reports accurately and efficiently adhering to company policies.
- Track and manage reimbursements ensuring timely submission and approval in Airbase.
Communication and Correspondence
- Act as a point of contact between executives and internal/external stakeholders.
- Draft review and manage correspondence emails and other communications on behalf of executives.
- Ensure that all communications are handled with the highest level of confidentiality and professionalism.
Project Management
- Support adhoc requests and projects.
Event Coordination and
- Plan and coordinate executive meetings offsites and company events ensuring seamless .
- Manage logistics for inperson and virtual events including venue selection catering AV setup and travel arrangements.
- Develop and maintain event timelines to ensure all planning milestones are met.
- Collaborate with Chief of Staff to align on event goals agendas and key deliverables.
- Oversee dayof ensuring all details run smoothly and providing onsite or virtual support as needed.
- Track and manage event budgets negotiating with vendors to optimize costs while maintaining quality.
- Gather feedback and assess event outcomes to improve future planning and .
Administrative Support
- Maintain organized and uptodate filing systems both electronic and physical.
Office Management:
- Manage office supplies and ensure snacks are consistently stocked and replenished. Support coordination and of monthly company lunches.
- Support ad hoc technical support with Zoom conferencing printer issues and TV.
About You
Experience:
- Minimum of 57 years of experience as an Executive Assistant or in a similar administrative role preferably in a professional services industry.
- Proven experience managing calendars travel arrangements and expense reports for multiple executives.
Skills:
- Strong organizational skills with the ability to prioritize tasks and manage time effectively.
- Excellent communication skills both written and verbal with attention to detail.
- Ability to work independently exercise good judgment and handle confidential information with discretion.
- Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and experience with expense management software.
- Familiarity with travel booking tools and platforms.
Attributes:
- High level of professionalism and a proactive solutionoriented mindset.
- Ability to thrive in a fastpaced environment and manage multiple priorities.
- Strong interpersonal skills with the ability to build relationships and work collaboratively with team members and executives.
- Takes ownership and accountability setting clear expectations and consistently delivering highquality work.
Education:
- Bachelors degree from a reputable university in Business Administration Communications or a related field is preferred.
Why choose Koalafi: A career at Koalafi means opportunities to tackle exciting challenges every single day. We take pride in a culture of innovation trust and ownership. Youll get outside your comfort zone build meaningful relationships and most of all take charge of projects that ultimately help people get the things they need most.
Who we are & what we value:
- We focus on whats most important
- We set clear expectations and deliver
- We embrace challenges to reach our full potential
- We ask How can this be better
- We move fast together
Benefits:
At Koalafi you will have a direct impact on our products and help shape the companys success. We offer competitive compensation & benefits packages to keep you at your best:
- Comprehensive medical dental and vision coverage
- 20 PTO days 11 paid holidays
- 401(k) retirement with company matching
- Student Loan & Tuition Reimbursement
- Commuter assistance
- Parental leave (maternal paternal)
- Inclusion and Associate Engagement Programs
Required Experience:
Senior IC
Employment Type
Full Time
