Office Coordinator & Executive Assistant

As an Office Coordinator & Executive Assistant at Kensho, your primary responsibilities will include managing office supplies, organizing calendar schedules for senior leadership, coordinating travel arrangements for domestic and international trips, and handling communication management for executives. You'll also be responsible for ensuring a functional workspace by maintaining facilities and supporting office technology.

For the Office Coordinator & Executive Assistant position at Kensho, strong organizational and multitasking skills are essential. A background in hospitality or office coordination is beneficial, along with proficiency in Google Suite and Microsoft Office. Candidates should possess excellent communication abilities, both verbal and written, and demonstrate a proactive and service-oriented attitude.

At Kensho, you can expect a supportive and dynamic work environment full of innovation and collaboration. The Office Coordinator & Executive Assistant role will require you to be on-site three days a week, allowing you to interact directly with your colleagues. Our culture encourages relationship building and teamwork, making it a great place for professional growth.

Kensho offers a range of benefits to promote work-life balance for its Office Coordinator & Executive Assistant, including unlimited Paid Time Off, a flexible office schedule, and generous parental leave policies. We value the well-being of our employees and aim to foster a healthy work-life integration within our vibrant culture.

As an Office Coordinator & Executive Assistant at Kensho, you'll enjoy excellent benefits such as medical, dental, and vision insurance with 100% company-paid premiums, a 401(k) plan with 6% employer matching, tuition assistance for degree programs, and plenty of opportunities for professional development and networking.

To prioritize tasks effectively, I assess deadlines, dependencies, and the urgency of each task. By categorizing them based on importance, I can address high-priority items first while keeping an eye on looming deadlines for less urgent tasks. Communication with team members is also key to ensuring alignment and support.

In my last role, I often faced multiple deadlines due to scheduling conflicts. I created a detailed project plan with timelines and communicated regularly with my team and stakeholders to ensure everyone was informed of progress and any necessary adjustments. This proactive approach allowed us to meet all deadlines successfully.

When faced with difficult stakeholders, I focus on active listening and understanding their concerns. I strive to build rapport by validating their feelings and working together to find practical solutions that suit everyone involved. Transparency and regular updates also help build trust over time.

I have strong proficiency in Google Suite, Microsoft Office, and have experience with tools like Concur for expense reporting. Familiarity with virtual communication tools such as Zoom and Google Meet also equips me to handle various setups and troubleshoot any issues as they arise.

My approach to managing executive calendars involves thorough understanding of their priorities and preferences. I strive to balance urgent requests with planned meetings while ensuring to avoid scheduling conflicts. I regularly review upcoming commitments and proactively communicate any changes to keep everyone informed.

To ensure confidentiality, I adhere to strict privacy protocols and only share sensitive information with authorized individuals. I maintain discretion in communication and securely handle documents, whether paper or digital. Awareness of potential risks is crucial in managing sensitive information responsibly.

Maintaining a positive office environment requires consistent communication and a friendly demeanor. I encourage collaboration and recognize team achievements, while also being responsive to any concerns raised. Regularly organizing team bonding activities helps foster an inclusive and enjoyable atmosphere.

For effective expense management, I utilize budgeting tools to track spending and regularly review expenditures against the set budget. I prioritize understanding any patterns in office supply needs and anticipate future requirements. Additionally, keeping transparent communication with finance regarding expenses ensures accuracy.

In past roles, I faced travel coordination challenges, such as last-minute changes or overlapping schedules. I dealt with these by establishing strong relationships with travel agencies and keeping a flexible mindset. Having contingency plans in place and clear communication with travelers has proven effective in such scenarios.

I believe my strong organizational skills, proactive problem-solving approach, and passion for supporting others align perfectly with the Office Coordinator & Executive Assistant role at Kensho. My experience in a fast-paced environment allows me to adapt and thrive, and I'm excited to contribute positively to the team.