Job Details

Executive Assistant (Operations)

  2020-02-11     Apeel Sciences     71 S. Los Carneros Rd.  

About This Role

Reporting directly to the VP of Operations, the Executive Assistant will provide administrative support to the VP of Operations and sometimes the broader team, with a heavy focus on assisting with travel arrangements for routine business travel, as well as, conference and event planning and travel. The Executive Assistant will also assist with financial aspects of travel and event/meetings such as tracking and reconciling all necessary bills/receipts involved, reviewing for accuracy and handling any discrepancies. Duties will also include but are not limited to data entry, calendar management, updating files, expense reporting, assisting with cross-functional team coordination, running reports and analyzing data. This individual will also maintain a strict level of confidentiality regarding individual, customer, and company information.

What You’ll Do

  • Book flights, hotel reservations, car rentals etc. for VP of Operations
  • Ensure VP of Operations calendar reflects the most up to date events
  • Ensure all outgoing calendar invitations include booking a meeting room/Zoom Room when needed for remote employees
  • Booking calendar events across multiple time zones
  • Handle special projects assigned by management
  • Research and evaluate facilities according to necessary requirements and assist in securing and managing meeting space and locations; accommodation details such as reservations, and compute fares and fees; coordinating travel dates
  • Organize and handle company VIP guest visits, including scheduling and ordering of meals, scheduling tours, and arranging transportation
  • Schedule, organize, and order meals for sales onsite and offsite meetings
  • Assist in developing relationships with vendors; conferring with staff at a chosen event/meeting site to coordinate details such as room set-up, audio visual connections and equipment accessibility, necessary signage and displays, food and beverages supplied, and other necessary event/meeting needs
  • Work extensively with company travel manager/agency to arrange complex international and multi-leg travel itineraries
  • Coordinate with operations team to create meeting agendas and ensure meetings begin/end on time
  • Take comprehensive meeting notes and distribute them to the operations team and broader organization when necessary
  • Confer and coordinate with VP of Operations to determine their travel needs and preferences; notifying them of the essential information, such as travel times and transportation connections and/or any changes to their itinerary

What You Bring

  • Bilingual in Spanish is preferred
  • Willingness to work flexible hours
  • Skills using database, spreadsheet, word-processing software, particularly those in G-Suite, to facilitate daily work and prepare reports
  • Familiarity with the online booking tool, Concur, for business travel and arrangements preferred
  • Experience using tools such as Slack, Asana, Box, Salesforce preferred
  • Experience in work directly involved in providing administrative support, special event or conference planning preferred
  • Experience in contract negotiations with vendors preferred
  • Demonstrated excellence with verbal and written communication skills
  • Demonstrated organizational skills and attention to detail
  • Ability to manage budgets, schedules & overall action items. Using judgment to select the most appropriate and effective choices, and weighing costs and benefits.
  • Availability to travel as needed
  • Knowledgeable in PowerPoint; able to assist in the execution of sales presentations/decks
  • Preference will be given to candidates with strong technical, operations or project management experience
  • Minimum of 3–5 years of experience
  • 2- or 4-year degree preferred

Apeel believes that the scale of our impact is determined by the teams that work with us. As such, we seek to build high-performing teams of people from various experiences and backgrounds who can collectively push our company into new realms. We seek a diverse pool of applicants and consider all qualified candidates regardless of race, ancestry, color, gender identity or expression, sexual orientation, religion, national origin, citizenship, disability, Veteran status, marital status, or any other protected status. If you have a special need or disability that requires accommodation, please let us know.

Please note that Apeel Sciences does not accept unsolicited resumes from recruiters or employment agencies. In the event of a recruiter or agency submitting a resume or candidate without a signed agreement being in place, we explicitly reserve the right to pursue and hire such candidates without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted directly to hiring managers, are deemed to be the property of Apeel Sciences.

Do not contact this company in solicitation of any product or service.

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