Executive Assistant / Administrative Assistant

San Jose, California, United States Full-time

About Us:

Whatfix - Digital Adoption Platform disrupts the way Application Support and Learning content is consumed by providing Contextual and Interactive Walk Throughs inside applications at the exact time a task is being performed.  

We provide enterprises with a Software Platform that allows them to create Interactive Guides or Flows that sit as an overlay inside any web application. Flows are Contextual - appear based on where you are in the application (location) and who you are (role). Whatfix Flows help with new user on boarding, ongoing customer support and training that results in Accelerated Product Adoption.  More than 400 enterprises like HP, BMC, Oracle, Cisco, Salvation Army, Accenture, Heineken and many more have implemented Whatfix and we have a growing list of partners with ISVs and the channel.

About the Role:

Whatfix is seeking to hire an Executive Assistant / Office Administrator to provide executive-level administrative support and manage all office logistics. This individual would on executive schedules, employee travel, and conference logistics, and much more!

Responsibilities:

  • Act as primary point of contact for all office needs
  • Is a liaison with internal staff at all levels and interact with external clients 
  • Review operating practices and implement improvements where necessary
  • Calendar management: own the daily executive calendar coordination, plan appointments / events, and manage correspondence from the partners/employees.
  • Ability to handle documentation with a high level of confidentiality
  • Overseeing administrative policies within the office
  • Collation of reports and documents for weekly / monthly meeting 
  • Ability to partner cross functionally 

Desired profile:

  • Prior experience working in an administrative role assisting senior management in their day-to-day activities
  • Past experience with calendar management, coordinating and tracking domestic and international travel, team building, staff meetings, all hands meetings, performance reviews, operational planning meetings, etc. 
  • Possess good time management, and excellent interpersonal skills
  • Strong attention to detail and ability to multitask 
  • A goal driven individual looking to make an impact in a growing organization

Perks / Benefits:

  • Unlimited PTO policy
  • Medical, Dental, and Vision coverage
  • 401 K Plan
  • Free parking onsite
  • Catered lunches

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

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