Executive Assistant

Location
San Diego
Position Type
Full Time
Team
Corporate Services

This position requires a dynamic and self-motivated candidate to provide administrative support to the Chief Executive Officer (CEO), effectively partnering with the leadership team, while organizing and expediting flow of work through the C-Suite. There will be frequent interactions with Mitek employees, throughout the organization, as well as external industry leaders and investors, along with frequent access to highly confidential information and files. The role will create and execute projects and tasks on behalf of the executives with the autonomy to make decisions on his behalf, while also coordinating complex activities and working independently to handle a wide range of administrative and executive support related tasks with little or no supervision.

What you will do:

  • Serve as first-point-of contact for the CEO, autonomously prioritizing and making decisions regarding the Executive’s time and resources.
  • Effectively manage executive’s calendar, travel schedule, and internal and external communication related to meetings, conference calls, invitations, event planning, board meetings, etc.
  • Coordinate high volume of travel, domestic and international, associated with complex itineraries and meetings. This includes transportation and accommodations, dining, confirming agendas, locations, etc. with participants, preparation of itineraries and identification of cost-efficient travel options, while pro-actively troubleshooting and addressing travel conflicts and issues.
  • Participate as part of a team in planning, coordinating and executing events such as: Executive meetings, Senior Leadership Team Offsites, industry symposiums, trade shows, national meetings/conferences etc.  Includes activities such as:
  • Assist in the preparation of executive, advisory and external meetings, to include preparation of materials and agenda, capturing meeting minutes, follow through on action items, etc.
  • Set up video conferencing/conference calls prior to meetings. Greeting guests of the supported executives, including business partners and interview candidates
  • Communicating professionally and effectively with C-Suite level executives and their support staff to ensure that meetings are scheduled promptly and appropriately
  • Manage preparation of Quarterly Board of Directors Meetings:
  • Compile & create Board of Directors presentations using our Board Portal.
  • Coordinating meetings and communicating with Board and Advisory Board members as needed.  Communicate executive's instructions or desires to various individuals and/or departments, and furnish and obtain information from other executives.
  • Prepare special reports, gathering, and summarizing data.
  • Prepare complex correspondence, reports, spreadsheets and presentations.
  • Create, route & process written and verbal correspondence while exercising a high degree of discretion and confidentiality.
  • Ensure urgent and priority correspondence and matters are communicated in a timely and effective manner to the executives.
  • Create, implement and maintain organized systems to file and archive correspondence and records, following up on pending matters.
  • Complete timely, accurate and compliant, expense reporting
  • Participate in, and sometimes lead, process improvement, often establishing processes to accomplish objectives.
  • Communicate directly, and on behalf of the CEO, CFO, or General Counsel when requested
  • Independently manage and own special projects, some that may require discretion and sensitivity.
  • Provide Reception relief during lunches, absences, etc.

What you need:

  • Associate’s or Bachelor’s degree or equivalent work experience, with 5+ years of experience supporting C-level executives, preferably in hi-tech industry.
  • 3+ years of experience booking and managing complex international, multi-city travel
  • Experience compiling and editing Board of Director PowerPoint presentations and related documents
  • Experience planning large meetings.
  • Strong proficiency in Microsoft Office including Outlook, PowerPoint, Word and Excel, and Cloud based storage platforms.
  • Excellent written and verbal communication skills
  • Team player
  • Ability to exercise sound judgment, with proven ability to use a high degree of discretion, integrity and diplomacy in handling sensitive and confidential information.
  • Ability to maintain a calm and professional demeanor in any situation.
  • Excellent professional and personal demeanor, including inter-personal and collaboration skills to work effectively with all levels across the organization and with external parties. Perform multiple tasks concurrently with ease and professionalism.
  • Demonstrated ability to be pro-active, anticipate issues related to tasks and processes and effectively problem-solve.
  • Proven proficiency in safeguarding complex tasks and processes by building in redundancies while maintaining efficiency. 
  • Strong organizational skills, paired with attention to details, and demonstrated flexibility while working in a deadline-oriented, fast-paced environment, independently and effectively managing multiple, changing, priorities, to consistently meet deadlines and deliver high quality work product.
  • Ability to lift up to 25 lbs.
  • Minimal travel may be required
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