Executive Assistant

About Us

Observe.AI is an Intelligent Workforce Platform that transforms contact centers by embedding AI into 100% of customer conversations, optimizing agent performance, and automating repeatable processes that drive revenue and retention. With Observe.AI, contact centers can surface intelligence across every interaction, giving employees highly accurate, actionable feedback using baked-in coaching and evaluation workflows, and improve key business metrics across every customer touchpoint.

Observe.AI is trusted by hundreds of customers and partners, including Pearson, 23andMe, Accolade, Group 1 Automotive, Southeast Trans, and Public Storage. Our recent $125 million Series C led by Softbank Vision Fund 2 with participation from Zoom Video Communications, Inc., brings our total funding to date to $213M, with investments from Menlo Ventures, Next47, NGP Capital, Emergent Ventures, Scale Ventures, Nexus Ventures, and Y-Combinator. For more information, visit www.observe.ai.

The Opportunity

We are looking for an exceptional Executive Assistant to support our Go-to-Market team, partnering with our top executives and supporting their respective teams. Overall, we are seeking a proactive professional that will anticipate and execute on the needs of our executive team, senior leadership, and broader team members. This is a role for someone who gets excited about being a strategic partner for all business operations and the go-to individual for new projects and initiatives.

Our ideal candidate will be someone that thrives in a dynamic, team-oriented environment and has the ability to pivot in our innovative, fast-paced, and ever changing growth environment. You will excel in this role if you love to take ownership of cross-functional efforts, have a passion to learn and enjoy taking on new tasks and projects. This individual will be a strong communicator, well-organized, flexible, and who will execute at a high level to cultivate connectivity across the department, driving efficiency and bringing productivity to the next level.

This is a role that will have a high level of visibility to the organization and will provide endless growth opportunities.

What you will be doing

Be the executive’s right hand by attending important meetings, preparing agendas, taking notes, being an active participant and knowledgeable resource, while ensuring executive preparation and effectiveness.
Find new and efficient ways to create work processes to help maximize your executives’ time, including weekly and quarterly reporting, goal-tracking, and team meetings.
Manage, protect, and maintain multiple executive’s sensitive and complex calendars.
Manage business travel by booking flights and accommodations and filing expense reports
Own the planning, preparation and execution of team events, meetings, and off-sites
Support with materials/content development for presentation decks
Maintain an advanced degree of confidentiality along with excellent judgment and discretion while effectively managing competing projects.
Foster relationships with cross-functional partners to help support team programs and goals.
Work within our centralized Executive Operations team to provide support, mentorship, and guidance to enhance the team as a whole.
Follow up on outstanding actions
Assist with special projects as needed

Basic Qualifications

4+ years of experience as an Executive Assistant, Administrative Business Partner, or similar role
Strong communication, organizational skills, and ability to connect distributed teams across multiple geographic locations and time zones in a remote environment, ideally in a high growth company
You’re strategic, adaptable and resourceful in a dynamic and fast-moving environment
You consider yourself a true multi-tasker, are detail-oriented, and have strong problem-solving skills, with the ability to anticipate problems before they arise and craft creative solutions on the fly
You are hyper-organized and possess the ability to analyze and prioritize executive workflows, often using and interpreting data.
You are a team player and are ready to jump in to help a fellow EA, the larger Workplace team or Observe.AI when needed.
You consider yourself calm, helpful, and/or creative in stressful situations.
You think of yourself as a slide deck guru (PowerPoint/ Google Slides) and you have an eye for formatting presentations
You are passionate about building strong and trustful relationships with not just your executive and team but all employees.
Exceptional written and verbal communication skills.
Advanced proficiency with Google Suite, including Google Calendar, Docs, Sheets, Forms, and Slide, with a tendency to seek out technologies that optimize work flow
An independent team player, you how to take direction and run with it and when to leverage your team for additional support
Able to work flexible hours and be responsive outside of normal business hours
Ability to travel

Preferred Qualifications

Project Management Expertise
Experience working with a rapidly moving, multi-faceted Go-to-Market team.