Executive Assistant

Aurora Innovation•Pittsburgh, PA

11d•$84,000 - $150,000

About The Position

Aurora hires talented people with diverse backgrounds who are ready to help build a transportation ecosystem that will make our roads safer, get crucial goods where they need to go, and make mobility more efficient and accessible for all. We’re searching for an Executive Assistant . In this role, you will: Manage leaders’ dynamic and complex calendars Plan, coordinate, and ensure the leaders' schedules are protected, striking a balance between "gatekeeper" and "gateway" role Prioritize leaders’ time for internal and external commitments using sound judgment Book and manage travel including flights, hotels, and ground transportation; efficiently manage last-minute changes and ensure all bookings adhere to the company's travel policy Assess necessity, urgency, and frequency when arranging candidate interviews with leaders Gather agenda topics for internal meetings Assist with preparation of presentation decks and internal documentation and communications Participate in leadership-level meetings, recording accurate meeting notes (synthesizing key elements and ensuring clarity and ownership of delegated tasks), concisely communicating outcomes, and following up with team on action items Take appropriate follow-up actions as necessary with little guidance Manage and submit leaders’ expense reports Review and approve leaders’ teams’ expense reports, ensuring submissions are aligned with company’s expense policy Plan and coordinate leaders’ team offsites and onsites Greet and situate visitors with a friendly and professional demeanor Assist with new hire onboarding of leaders’ direct reports Act as strategic partner, facilitator, and liaison for leaders and their teams Become a knowledgeable information resource for leaders, their teams, and the company at large Uphold strict level of confidentiality while promoting an atmosphere of transparency Navigate ambiguity, proactively anticipate needs of teams and leaders, and prioritize commitments - familiarizing yourself with the teams’ priorities and projects Drive continual process improvement, including introducing new processes when appropriate Lead and/or support special projects for leaders and Administration (EA) Team Support cultural initiatives, promote team building and morale, and exemplify company values

Requirements

Excellent calendar management skills, including the coordination of complex meetings
Great verbal and written communication skills
Exceptional attention to detail
Quick learner with proficiency in a broad array of online tools, including spreadsheets and slide presentations
Creative problem solver and self-starter
Able to work collaboratively and calmly, especially in stressful circumstances
Able to adapt to competing demands in a dynamic business environment
Exceptional judgment and active foresight
Good decorum, discretion, and presence in dealing with internal teams and external partners
Highly resourceful team-player with the ability to also be extremely effective independently
Ability to achieve high performance goals and meet deadlines in a fast paced environment
Project coordination experience
Flexibility to perform job duties outside of normal business hours as necessary
Ability to handle confidential information with discretion
Occasional travel required

Responsibilities

Manage leaders’ dynamic and complex calendars
Plan, coordinate, and ensure the leaders' schedules are protected, striking a balance between "gatekeeper" and "gateway" role
Prioritize leaders’ time for internal and external commitments using sound judgment
Book and manage travel including flights, hotels, and ground transportation; efficiently manage last-minute changes and ensure all bookings adhere to the company's travel policy
Assess necessity, urgency, and frequency when arranging candidate interviews with leaders
Gather agenda topics for internal meetings
Assist with preparation of presentation decks and internal documentation and communications
Participate in leadership-level meetings, recording accurate meeting notes (synthesizing key elements and ensuring clarity and ownership of delegated tasks), concisely communicating outcomes, and following up with team on action items
Take appropriate follow-up actions as necessary with little guidance
Manage and submit leaders’ expense reports
Review and approve leaders’ teams’ expense reports, ensuring submissions are aligned with company’s expense policy
Plan and coordinate leaders’ team offsites and onsites
Greet and situate visitors with a friendly and professional demeanor
Assist with new hire onboarding of leaders’ direct reports
Act as strategic partner, facilitator, and liaison for leaders and their teams
Become a knowledgeable information resource for leaders, their teams, and the company at large
Uphold strict level of confidentiality while promoting an atmosphere of transparency
Navigate ambiguity, proactively anticipate needs of teams and leaders, and prioritize commitments - familiarizing yourself with the teams’ priorities and projects
Drive continual process improvement, including introducing new processes when appropriate
Lead and/or support special projects for leaders and Administration (EA) Team
Support cultural initiatives, promote team building and morale, and exemplify company values