Workplace and Executive Assistant

Mountain View, CA - USA

Monthly Salary: Not Disclosed

Posted on: 20 days ago

Vacancies: 1 Vacancy

Job Summary

Madhive is the leading independent and fully customizable operating system built to help local media professionals build profitable differentiated and efficient businesses. Madhive empowers sales teams to extend their reach into streaming and connects local advertisers with the communities they serve. Madhives platform provides the unique ability to reach local audiences at national scale with premium supply partnerships and end-to-end tools for planning targeting and measuring full-funnel campaign outcomes. Powering campaigns for over 30000 small and medium businesses per day Madhive is driving the evolution of local media.

The Workplace and Executive Assistant will manage day-to-day office operations of Madhives office in Redwood City CA. This role will be responsible for providing comprehensive administrative support to their executives and managing various office functions to optimize productivity. The ideal candidate will be trusted to handle everything that comes their way in support of their executives the office and the larger company this role you will be assisting with various day-to-day commitments office and reception needs helping to navigate priorities anticipating needs and keeping our executives on schedule with their meetings while keeping our office running smoothly.

This person must exercise the utmost discretion when handling confidential information and pay close attention to detail in tackling administrative functions.

We are looking for someone with a positive attitude who is excited about working with a high-performing team in a fast-paced and fun environment!

This is an in-office role based out of our Redwood City office. Expected to work in person at our office 4 - 5 days per week.

Who You Are:

2 years of experience supporting C-Suite executives preferably in a startup environment
Bachelors Degree is preferred
Enthusiastic resourceful dependable and organized
Superior verbal and written communication skills and a sharp attention to detail
Proven ability to handle confidential information with discretion both business and personal
Above and beyond attitude no job too big or too small
A planner with a sense of urgency who has previous experience in office operations
Comfortable managing priorities while supporting multiple leaders
Highly proficient in PC & Mac Systems Google Suite and Microsoft Office
Experience supporting Finance teams is highly desirable

What You Will Do:

Provide administrative support to the senior leadership team by scheduling meetings balancing competing responsibilities and making decisions to optimize for priority and availability.
Perform and prioritize multiple tasks seamlessly with excellent attention to detail and minimal supervision.
Attend and travel to conferences with the Executives if needed (travel less than 5%).
Prepare and provide all briefing materials and bios prior to the executive meetings and engagements.
Assist in preparing presentations and agendas.
Manage and execute requests by coordinating cross-functionally with other departments for seamless project execution.
Arrange all travel including hotel accommodations transportation and itineraries for both domestic and international trips.
Manage day-to-day operations of our Redwood City office ensuring the office is maintained to the highest quality standards.
Responsible for Madhives office reception including welcoming visitors utilizing software systems to check in guests and sitting at the reception desk.
Assist in managing relationships with vendors to ensure all aspects of the office are running smoothly and escalating when appropriate.
Support daily Madhive office needs including handling day to day requests for any in office services coordinating equipment setting up meeting rooms.
Manage conference room calendar and assist with scheduling and rescheduling of meetings.
Act as a point of contact for building and facility vendors as well as employees.
Act as an ambassador of our culture and core values and serve as the face of our company at our office.

We are Madhive

Madhive is a dynamic diverse innovative and friendly place to work. We embrace our differences and believe they fuel our creativity. We come from varied backgrounds and think thats important. Whether its taking ideas from previous lives and applying them in different ways or creating something completely new we are all trail-blazing team players who think big and want to make an impact.

We are committed to cultivating a culture of inclusion and collaboration. We welcome diversity in education culture opinions race ethnicity gender identity veteran status religion disability sexual orientation and beliefs.

Please be advised that we will NOT be using third-party recruiting agencies for this search.

Required Experience:

This person must exercise the utmost discretion when handling confidential information and pay close attention to detail in tackling administrative functions.

We are looking for someone with a positive attitude who is excited about working with a high-performing team in a fast-paced and fun environment!

This is an in-office role based out of our Redwood City office. Expected to work in person at our office 4 - 5 days per week.

Who You Are:

2 years of experience supporting C-Suite executives preferably in a startup environment
Bachelors Degree is preferred
Enthusiastic resourceful dependable and organized
Superior verbal and written communication skills and a sharp attention to detail
Proven ability to handle confidential information with discretion both business and personal
Above and beyond attitude no job too big or too small
A planner with a sense of urgency who has previous experience in office operations
Comfortable managing priorities while supporting multiple leaders
Highly proficient in PC & Mac Systems Google Suite and Microsoft Office
Experience supporting Finance teams is highly desirable

What You Will Do:

Provide administrative support to the senior leadership team by scheduling meetings balancing competing responsibilities and making decisions to optimize for priority and availability.
Perform and prioritize multiple tasks seamlessly with excellent attention to detail and minimal supervision.
Attend and travel to conferences with the Executives if needed (travel less than 5%).
Prepare and provide all briefing materials and bios prior to the executive meetings and engagements.
Assist in preparing presentations and agendas.
Manage and execute requests by coordinating cross-functionally with other departments for seamless project execution.
Arrange all travel including hotel accommodations transportation and itineraries for both domestic and international trips.
Manage day-to-day operations of our Redwood City office ensuring the office is maintained to the highest quality standards.
Responsible for Madhives office reception including welcoming visitors utilizing software systems to check in guests and sitting at the reception desk.
Assist in managing relationships with vendors to ensure all aspects of the office are running smoothly and escalating when appropriate.
Support daily Madhive office needs including handling day to day requests for any in office services coordinating equipment setting up meeting rooms.
Manage conference room calendar and assist with scheduling and rescheduling of meetings.
Act as a point of contact for building and facility vendors as well as employees.
Act as an ambassador of our culture and core values and serve as the face of our company at our office.