Executive Assistant
We have three (3) openings and candidates can be based on the East or West Coast
The Executive Assistant is a member of the centralized Business Operations & Systems Specialist organization, rolling into the People Operations Team. They will provide business support to executive leadership to ensure that the company-wide operational cadence is clear and prioritized. This is a great opportunity for a self-motivated, organized, and eager project manager to work directly with members of our C-Suite. Executives Assistants at Klaviyo have insight into the vision and strategy of a leading tech company in hyper-growth mode while having hands-on impact on executing that vision.
How You Will Make a Difference:
A successful Executive Assistant at Klaviyo will be a methodical, organized, take-charge project manager and executive support coordinator who has a deep understanding of all of Klaviyo’s business needs and the impact of major initiatives across departments. In this role you will:
- Oversee scheduling and calendar management for assigned executives, including working with executives to prioritize their time and attendance.
- Manage the operational cadence of the organization you support to ensure that all pre-planning, meeting scheduling, and follow-ups are completed for major business initiatives throughout the year.
- Be the second set of eyes on all major business initiative planning and communication to ensure efficient allocation of resources and effective communication for cross-functional collaborations.
- Attend meetings, take notes on action items, and follow up with content and deliverables as needed.
- Manage logistics for quarterly executive off-sites and other meetings and events as needed.
- Help set agendas and review content for leadership meetings
- Complete travel arrangements and expense reports for the executives you support.
- Take ownership of small projects as they come up.
Follow a first-year trajectory like this:
- In your first 30 days, you will work closely with leaders to understand the demands on their time, their department’s priorities, and the overall operational cadence of Klaviyo.
- In your first 60 days, you will take a proactive role in managing calendars, scheduling meetings, and following up on deliverables and action items.
- In your first 90 days, you will build relationships across Klaviyo as an trusted source of accurate, up-to-date information on major business initiatives
- In your first year, take ownership of additional small projects as they come up and participate in annual planning/operational cadence for the next year.
Who You Are:
- You have 3+ years in an administrative support role.
- You have experience supporting C-level executives (highly preferred).
- You have experience booking employee travel.
- You have experience completing expense reports. Experience holding your own corporate card (preferred).
- You’re a systems thinker who can easily spot dependencies and identify gaps in overall project planning.
- You’re highly adept in Google Suite, Slack, Zoom, and other communication technologies.
- You enjoy analyzing and solving problems, helping people, building things, and you continually strive to do things better than the status quo.
- You are intellectually curious.
- You are proactive in anticipating the needs of the people you support and in obtaining the information you need to execute your projects.
- You have a team-first mentality and have experience collaborating with key stakeholders on multiple projects.
- You are able to work independently and are a self-starter.
- You have experience with event logistics, especially in a project manager capacity.
- You are on a journey of continuous improvement, and you proactively seek and implement constructive feedback to level up your skills and knowledge
- You possess excellent verbal and written communication skills, ability to influence, and exceptional organizational skills and attention to detail.
Get to know Klaviyo
Klaviyo is a world-leading marketing automation platform dedicated to accelerating revenue and customer connection for online businesses. Klaviyo makes it easy to store, access, analyze and use transactional and behavioral data to power highly-targeted customer and prospect communications. The company's hybrid customer-data and marketing-platform model allows companies to grow by fostering direct relationships with customers, without giving up their valuable data to popular big-tech ad platforms. Over 265,000 innovative companies like Unilever, Custom Ink, Living Proof and Huckberry sell more with Klaviyo. Learn more at www.klaviyo.com.
Klaviyo does not tolerate and prohibits discrimination, harassment or retaliation of or against job applicants, contractors, interns, volunteers or employees by another employee, supervisor, vendor, customer or any third party.