Executive Administrative Assistant - AI Product & Engineering

Executive Administrative Assistant

Location: Hybrid - Birmingham Office

Compensation: $68,000.00 - $83,000.00(Range applies to US candidates only) Benefits/Variable Comp/Equity - Range may vary based on experience.

Employment Type: Full-Time

Benefits Offered: Vision, Medical, Life, Dental, 401K

Summary

OneStream Software is looking for an Executive Administrative Assistant (EA) to join our Operations team. In this role, The Executive Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Offices of the Executive and Senior leadership functions within our AI Product & Engineering. The Executive Assistant also serves as a liaison to senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Primary Duties and Responsibilities

• Completes a broad variety of administrative tasks for the Executive including managing an active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the Executive or Senior Leadership's schedules are followed and respected. Provides "gatekeeper" and "gateway" roles, creating win-win situations for direct access to the Executive or Senior Leader's time and office.
• Provides a bridge for smooth communication between the Executive or Senior Leadership's office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the Executive or Senior Leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Work closely with the leadership and team to have an understanding of the issues taking place in the environment and keep the Executive or Senior Leader updated.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Plans and coordinates senior management team meetings and off-sites, and all-hands meetings; including but not limited to budget tracking, hotel blocks, flights, team entertainment/dinners, vendor management, agenda, and content preparation.
• Ensures that the Executive or Senior Leaders' bios are kept updated and responds to requests for materials regarding the Executive or Senior Leadership and the organization in general.
• Manage specific meetings and events related to the business, including agenda management, notes, logistics and follow-ups.
• Assist with timely expense reporting for the Executive or Senior Leadership.
• Assist with miscellaneous research and purchasing.
• Partner with cross-functional partners as appropriate - including but not limited to Procurement, Legal, Finance, People Operations (PBP, Talent Acquisitions, Communications, etc.)
• Attend staff meetings and take meeting notes.
• Collaborate with and across the administrative community as an active and engaged member.
• Providing backup support for other EAs or executives.
• Provides guidance and support across the administrative community, leading by example in all interactions.
• Assist with Ad hoc projects as needed.

Required Education and Experience

• Bachelor's degree in fields such as (but not limited to) Business, Business Administration or equivalent work experience.
• 5 to 10 years of experience supporting C-Level Executives, preferably in a public organization.

Preferred Education and Experience

• Proven administrative experience and background.
• Knowledge of office management systems and procedures.

Knowledge, Skills, and Abilities

• Ability to maintain the upmost confidentiality standards
• Excellent time management skills and ability to multi-task/prioritize work.
• Strong attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience and interest in internal and external communications
• Attention to detail.

Who We Are

OneStream is how today's Finance teams can go beyond just reporting on the past and Take Finance Further by steering the business to the future. It's the only enterprise finance platform that unifies financial and operational data, embeds AI for better decisions and productivity, and empowers the CFO to become a critical driver of business strategy and execution. Our vision is to be the operating system for modern finance, digitizing core financial functions and empowering the CFO to become a critical driver of business strategy. To learn more visit www.onestream.com.

Why Join The OneStream Team

• Transparency around corporate structure, salary, and benefits
• Core value of customer success
• Variety of project work (not industry-specific)
• Strong culture and camaraderie
• Multiple training opportunities

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