Executive Assistant

The Executive Assistant at Onbe plays a critical role in managing the daily activities of three C-level executives. Responsibilities include managing complex calendars, scheduling meetings, coordinating travel arrangements, and effectively communicating between executives and stakeholders. You'll also handle confidential information, prepare reports and presentations, and ensure the office operations run smoothly, making this role essential for the overall productivity of the team.

Candidates for the Executive Assistant position at Onbe should have 3-5 years of experience in a similar role, showcasing strong organizational and time management abilities. Proficiency in Microsoft Office Suite, excellent communication skills, and a high level of professionalism in handling confidential information are crucial. An ability to work independently and prior experience working with multiple executives are also advantageous.

The Executive Assistant at Onbe will enjoy a flexible hybrid work model, which entails being onsite at our Dallas, Texas location for two days each week. This setup allows for valuable in-person collaboration with the executives and team members while also providing the flexibility to perform certain tasks remotely as required, fostering a balanced work-life dynamic.

Onbe provides a comprehensive benefits package to its Executive Assistants, which includes medical, dental, and vision coverage, wellness programs, a 401(k) matching plan, and open paid time off. Additionally, there is generous parental leave and opportunities for bonuses, emphasizing our commitment to employee well-being and job satisfaction.

The Executive Assistant position at Onbe offers a competitive salary range of $73,620 to $89,250. The actual salary will depend on various factors such as individual qualifications, years of experience, skills, and market demand factors, ensuring we attract the best talent for our team.

To effectively prioritize tasks, I utilize a combination of urgent and important matrix tools and open communication with the executives themselves. Understanding their priorities helps me manage schedules and deadlines more efficiently, ensuring that the most critical tasks are handled first while keeping an organized workflow.

In my previous roles, I managed multiple executive calendars by diligently tracking commitments, deadlines, and available times. I used scheduling software to optimize meeting times and minimize scheduling conflicts while also providing reminders and follow-ups, ensuring smooth coordination.

Handling confidential information necessitates a high level of discretion and professionalism. I ensure that sensitive documents are securely stored and only shared with authorized personnel. Additionally, I maintain clear communication with the executives regarding the handling of confidential items, ensuring that protocols are strictly followed.

In a previous position, I noticed that the process for preparing executive meeting materials was inefficient. I took the initiative to create a centralized document system that streamlined the preparation process, which led to improved efficiency and better preparation for important meetings.

To handle interruptions effectively, I allocate specific blocks of time for focused work while communicating my availability to the executives. Utilizing techniques like 'deep work' and setting boundaries helps maintain productivity. If interruptions do occur, I quickly assess their urgency and manage them without losing sight of my priorities.

I find tools like Microsoft Outlook and calendar management software incredibly useful for managing executive schedules. They allow for easy coordination of meetings, transparent scheduling, and reminders, ensuring all parties involved are informed and organized.

To facilitate effective communication, I prioritize clarity and promptness in my correspondence. By actively managing emails and establishing clear communication channels, such as shared calendars and regular check-ins, I ensure that executives remain informed and that stakeholders receive timely responses.

My approach to preparing expense reports involves meticulous tracking of receipts and transactions throughout the month. I categorize expenses accurately and utilize templates for consistency. This proactive strategy not only minimizes errors but also expedites the review and approval process.

My biggest challenge was managing competing priorities during peak business hours. I conquered this by developing a clearer prioritization system and utilizing task management tools, which helped me balance workloads effectively and ensure all deadlines were met without compromising quality.

I am excited about the opportunity at Onbe because of its innovative approach to financial technology and commitment to employee diversity and inclusion. I admire the company's culture of openness and collaboration and believe my skills in organization and communication align perfectly with the needs of your executive team.