As an Executive Assistant at Orb, your main responsibilities will include managing complex calendars, triaging emails, scheduling meetings for the CEO and CTO, preparing meeting materials, and coordinating travel plans. You'll also be involved in expense report management and supporting employee engagement activities.

To apply for the Executive Assistant position at Orb, you should have at least 3 years of experience supporting high-level executives in a startup or tech environment. Additionally, you must possess excellent communication and organizational skills, be proficient in Google Suite, and have the ability to manage confidential information with discretion.

At Orb, you can expect a vibrant, fast-paced startup culture that emphasizes collaboration and kindness. Our hybrid model allows for in-person connection three days a week in our downtown San Francisco office, while also valuing flexibility in your work schedule.

The Executive Assistant position at Orb is a contract-to-hire role. After a two-month contract period, there is a potential opportunity for the position to transition to a full-time role based on performance and business needs.

As an Executive Assistant at Orb, you'll enjoy a range of benefits including excellent medical, dental, and vision insurance, unlimited PTO, a 401k plan, catered lunches, and meaningful equity in the form of stock options. We truly value our employees' well-being and professional growth!

When prioritizing tasks as an Executive Assistant, I first assess the urgency and importance of each task by considering deadlines and overall impact. Using tools like to-do lists or digital project management software, I can effectively manage multiple priorities while keeping communication open with executives to ensure alignment on what they need most.

In my previous role, I managed sensitive information regularly, adhering to strict confidentiality protocols. I ensured that any confidential documents were securely stored and limited access to authorized personnel only, demonstrating professionalism and discretion in every situation.

To manage scheduling across different time zones, I first determine the time differences and use calendar tools that offer time zone adjustments. I stay organized with a clear overview of all attendees’ availability and often confirm meeting times to avoid any confusion, taking into account everyone's work hours and preferences.

I am proficient in Google Suite, Slack, Zoom, Superhuman, Asana, 1Password, and Microsoft Suite. Each tool has different functionalities that help me manage tasks effectively, from scheduling to document management, keeping communication seamless within the team.

To support executives, I proactively anticipate their needs by managing their calendars, preparing necessary materials for meetings, and ensuring they are briefed on key updates. By removing administrative burdens, I enable them to focus on strategic decision-making and drive company success.

In a past role, I had to reschedule a high-priority meeting with minimal notice. I quickly communicated the change to all involved parties, found an alternative time that worked for everyone, and ensured the executive was prepared with the necessary documentation, demonstrating adaptability and strong communication skills.

For effective communication, I emphasize clarity and conciseness while being proactive. I often summarize key points, foster open feedback, and encourage regular check-ins to align on priorities and address any concerns early, ensuring executives are well-informed.

When conflicts arise, I listen to all parties involved to understand their perspectives. I focus on finding a mutually agreeable solution, whether it’s adjusting schedules or delegating tasks, prioritizing transparency to maintain trust and collaboration.

I rely on a combination of digital tools and traditional lists for organization. Breaking down tasks into manageable chunks and setting schedule reminders helps me keep track of deadlines. Regularly reviewing my priorities ensures that I am aligned with the overall team goals.

I believe adaptability is key for an Executive Assistant. The startup environment can change rapidly, so being able to pivot and respond efficiently to new challenges, while keeping calm, is essential for maintaining support and ensuring executive focus is not lost.