Executive Assistant to the CEO

The "Internet of Things" (IoT) is expected to grow to $19 trillion over the next 10 years as 50 billion devices are brought online. Aeris is at the forefront of this industry, building networks and applications to enable Fortune 500 clients to fundamentally improve their businesses. Headquartered in Silicon Valley with offices in Chicago, London, and Delhi as well as other markets, we rank among the top ten cellular providers for the IoT globally. We power critical projects across energy, transportation, retail, healthcare and more.

Reporting directly to the CEO, the Executive Assistant is responsible for providing comprehensive support to the extremely busy, and highly visible CEO, and will assist him with daily administrative duties and complete a broad variety of administrative tasks. The Executive Assistant will have the ability to maximize the CEO's time while promoting a positive company image. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Responsibilities:

• Heavy Calendar Management - Flawlessly coordinates CEO's complex calendars including company calendar, professional affiliations, external Boards & committees, personal scheduling, and travel calendars. Prioritize inquiries and requests while troubleshooting conflicts; make recommendations to ensure smooth day-to-day engagements.
• Meeting Management - Coordinate and schedule meetings for the CEO with employees, interviewees, outside vendors, personal meetings, as well as CEO's Board affiliations. Preparing the Conference room, ordering food for meetings, greeting guests in the lobby, preparing copies for meetings, etc. Prepare the CEO for all meetings, ensuring that he has all relevant documentation, agenda items, and notes in advance.
• Event Coordination - Plans events such as quarterly Board meetings, recurring staff meetings, executive offsites, all-hands meetings, as well as assisting the Office Manager and Admin team with the planning and execution of office and company events, holiday gatherings, company initiatives, etc. Manages all logistics (e.g. finding/booking venues and hotel rooms, catering, travel arrangements, IT needs, etc...)
• Board Preparation - Serves as the CEO's administrative liaison to the Board of Directors which includes coordinating quarterly Board meetings and dinners; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Manage communication, materials and meeting preparation for both the Aeris Board of Directors meetings as well as the CEO's external Board and committee affiliations.
• Flexibility - Ability to be flexible with hours and accessibility, as well as be comfortable with changing direction at a moment's notice, including with various personal requests.
• Office support - Partners with the Office Manager & Admin team on special projects, company-wide events and initiatives. Provides back-up support and assistance as needed for the Office Manager. Such tasks include ordering snacks/drinks for the office, catering, vacation coverage, accepting package and other deliveries, greeting and signing in visitors/guests or ordering office supplies as needed.
• Travel coordination - Coordinates travel itineraries, including the coordination of calendars, travel plans, expense reimbursements, filing, etc. Coordinate all travel arrangements and accommodations for the CEO both domestic & internationally. arranging complex and detailed domestic and international travel plans, itineraries and agendas
• Expense Reporting - Completing expense reports; composing and preparing correspondence; and compiling receipts for reimbursement.
• Representation at Meetings - Represent the CEO in designated meetings as required. Prepares an account of the meetings and follows up on assigned action items.
• Point of Contact - Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential, personal, or critical nature.

Skills & Abilities:

• Superior organizational skills and impeccable attention to detail. You're able to track various tasks from different projects and ensure nothing gets lost.
• Strong interpersonal skills; ability to work with a broad range of people including Executive teams, Board members, colleagues of the CEO, community leaders and others.
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Significant executive support experience, including supporting C-level executives
• Proficient with Microsoft Office and G-Suite; ability to design and edit presentations and materials as requested.
• Strong verbal and written communication skills.
• Ability to make appropriate, informed decisions regarding priorities and appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Ability to complete a high volume of tasks while working independently and with professional discretion.
• Excellent time-management, and problem-solving skills.
• Due to the collaboration and requirements requested this is an in-office position.

Aeris walks the walk on diversity. We are a brilliant mix of varying ethnicities, backgrounds, religions, cultures, sexual orientations, gender identities, ages and professional/personal/military experiences - and that's by design. Different perspectives are essential to our culture, innovative process and competitive edge. Aeris is proud to be an equal opportunity employer.

*COVID-19 vaccination is required and Aeris will consider accommodations for disabilities and sincerely held religious beliefs.