EXECUTIVE ASSISTANT
: Job Details :

Title: Executive Assistant Business Unit: Enterprise OperationsWork Schedule: Hybrid Status: Full-Time FSLA Status: Exempt Work Location: Mountain View, CADate Submitted: June 2024RESPONSIBILITIES AND TASKSThe Executive Assistant (EA) serves as trusted advisors and collaborators to members of the Executive Leadership Team (ELT), focused on strong communication and operational excellence across teams. With a focus on elevating the impact and efficiency of leadership, the EA anticipate needs, streamline processes, and provide comprehensive support to ensure our executives can focus on high-impact initiatives.The successful candidate will be an experienced professional with strong business judgment while working in a fast-paced environment. They must be able to perform complex tasks autonomously, be detail-oriented, and be an exceptional planner. The Executive Assistant will support leaders with coordinating their calendars and meeting schedules, planning offsites, and providing light project management support.In this role, the Executive Assistant is entrusted with sensitive and confidential information, including discussions related to corporate governance matters. Adherence to strict ethical standards and always maintaining confidentiality is critical. Job Responsibility 1: Executive Leadership Team (ELT) Support 65% of Time - Strategically manage the calendar/schedule of the CEO, CPO, and SP President, coordinating day-to-day activities by maintaining a balance between meeting requests and other activities, identifying conflicts, and anticipating and resolving problems. - Make recommendations regarding time management, prioritization, and delegation.- Act as a confidante and strategic partner to our leadership staff by ensuring their time is spent on the most leveraged activities.- Book travel arrangements, including flights, hotels, and transportation, while anticipating and addressing potential issues or conflicts.- Submit expense reports on behalf of executives, ensuring all policies are followed.- Coordinate with other departments to gather and consolidate information for executive review and action.- Ensure ELT members are prepared and organized for the meetings scheduled by having access to relevant information.- Triage/screen incoming inquiries and requests for information and help facilitate resolution. Job Responsibility 2: Operational Support 30% of Time- Assist executives in preparing group and/or enterprise-wide meetings, including all-hands meetings, and key off-site events/meetings.- Have a macro view of how teams work together and identify efficiencies that can be created to unlock deeper collaboration in order to accelerate our ability to achieve our mission.- Schedule and prepare for all governance, ELT, and SLT meetings, including agenda and AV support.- Support the execution of special projects by partnering with cross-functional teams while managing deadline pressures and communicating proactive updates.- Coordinate with vendors/consultants, and accounts payable to execute contracts and track/process invoice payments and reimbursements.- Facilitate the execution and review of contracts, agreements, and other important, confidential documents.- Building strong relationships with the SLT and enterprise groups to establish and maintain credibility, trust, and confidence within the organization.Other Responsibilities as Assigned 5% of Time- Manage and support special projects as assigned.QUALIFICATIONS Education / Training- A bachelor's degree, ideally in Business Administration, Management, Communications, or relevant experience.- Certified Executive Administrative Professional designation a plus.Experience/Technical Skills- 7+ yrs. of executive-level assistant experience- Adept with technology/tech-savvy with proficient spreadsheet and calendaring abilities- Excellent written and verbal communication- Project and program management aptitude; big-picture thinking- Superior time management and prioritization, with an ability to anticipate next steps - Detail- and solution-oriented in all administrative aspects- Ability to learn quickly and grow within a role- Systems and process development- Organizational strategy and development of structure- High level of emotional intelligence - Keen navigation of ambiguity and changeORGANIZATIONReports to: Chief People OfficerDirect Reports - NAAlignment to our Mission, Culture, and ValuesWe hire individuals who share our vision of building a better future through business and philanthropic leadership, impacting the lives of countless fellow residents of our region in a way that could be replicated in other major metropolitan regions around the country and affecting the lives of millions.Our Mission and Values The Sobrato Organization's mission is to build a more equitable and sustainable world through business and philanthropic leadership. We work to inspire current and future generations to steward family resources in service of others around the world. We have established a deep legacy in Silicon Valley that includes a commitment to community, and our values honor and promote this legacy:Mutual Accountability: We earn trust by taking ownership of our work and honoring our commitments to each other, our partners and our communities.Collaboration: We believe in the value of collaboration and partnership in achieving effective solutions. We treat people with respect and value the diverse experiences and perspectives of our partners, colleagues and investees.Engagement: We recognize that lasting impact requires building deep relationships with our stakeholders and getting proximate to our communities and the work. We act with humility, respect and compassion.Excellence: We focus on results, maintain a strong work ethic, and persist through challenges. We innovate, take risks, and embrace creativity and continuous learning.Integrity: We endeavor to deal transparently, honestly and fairly. We strive to do what is right, especially when it is hard.Benefits Medical, dental, and vision benefits for employees and dependents on the first of the month following the hire date Short and long-term disability and life insurance Fertility program benefits Comprehensive mental health benefits for employees and dependents Retirement savings account with matching contributions of up to 10% Twenty PTO days in the first year of service in addition to paid year-end closure days between Christmas and New Year's Day Eleven paid holidays Transit commuter benefits Tuition assistance and professional development initiatives for growth Technology allowance Employee matching gifts program Generous parental leave Flexible and inclusive work environment Enjoy a professional yet comfortable work environment with our business casual dress code Catered lunches, healthy snacks and beverages Acknowledgement for exceptional work as well as important moments in the lives of those we work withCompensation Transparency At TSO, base pay is part of a broader compensation package and is set within a range, allowing for growth as you advance in your role. The pay range for this role is between $139,000 and $163,000, in addition to a discretionary bonus eligibility.Salary offers are determined based on various factors, including experience, education, licensure and/or certifications, internal equity, and specific business and organizational needs. TSO is fully committed to complying with California's pay transparency laws to ensure fair and equitable compensation practices.About UsFounded by John A. Sobrato in 1979 and led by CEO Tony Mestres, The Sobrato Organization remains a family-owned firm known for integrity and dedication, with no outside investors or joint venture partners. Since 1953, the Sobrato Family has played a pivotal role in shaping Silicon Valley through its real estate development. Its office, and R&D projects comprise 7.5 million square feet, most of which are Class A, mid-rise office buildings. TSO also owns 30 apartment communities totaling 6,700 units along the West Coast. Through Sobrato Philanthropies, the firm has donated more than $379 million in cash and real estate to the Silicon Valley community. We have established a deep legacy in Silicon Valley that includes a commitment to community and our values honor and promote this legacy.The Sobrato Organization is committed to its mission of building strong and vibrant communities where we live and do business. To achieve this, we embrace becoming a more diverse, inclusive, and equitable organization that empowers our people. Our team remains at the core of what we do. We strive to consistently lead from a space of learning and strengthening our capacity for change. We understand our responsibility to cultivate a culture of belonging, appreciation, and respect. We believe that TSO must be a place where staff feel at ease in expressing themselves honestly and openly. Advancing these important initiatives is mission-critical to our ability to maximize our impact in the world.The Sobrato Organization is an equal-opportunity employer dedicated to building a team that represents a diversity of backgrounds, cultures, experiences, perspectives, and skills and to creating an environment and inclusion and belonging for all employees regardless of race, skin color, ethnicity, religion, gender, sexual orientation, national origin, disability, age, marital status, military status, pregnancy, or parenthood. The Sobrato Organization is expanding, and we are passionate about growing our staff with people who have diverse voices with different lived experiences.