Coordinate and manage all logistics for internal and external meetings including but not limited to team meetings, all hands meetings, and one-on-one meetings with a wide variety of stakeholders. Assist with leadership and external stakeholder meeting coordination and preparation - including assembling decks and other required materials. Manage CEO’s calendar including scheduling meetings and conference calls, as well as book and manage travel as appropriate. May attend meetings with CEO; take n... more details
Overview Join the leader in providing smarter solutions for a safer world. The property technology space is growing rapidly, and Kastle Systems is leading the way. Kastle Systems is the premier provider of property technology solutions, with a track record of introducing innovative technologies to serve over 460M square feet of real estate globally. Clients span the commercial and multifamily real estate, education, and construction industries and the customers they serve. The Executive Assistant to the CEO and C-Suite Leaders has a key stewardship and facilitation role in the organization; acting as a primary support to the CEO to help manage volume, complexity, and time so they can better focus on matters that have the most impact to the Company. The ideal candidate will develop strong relationships across the organization to improve internal coordination and communication, drive effective outcomes, organize, and align priorities and maintain momentum. Guided by a clear understanding of the objectives and challenges facing the Company, the Executive Assistant to the CEO will work closely with the management team to anticipate, drive and, where appropriate, create efficiency that meets the strategic needs and commercial interests of the business. They will operate at a tactical, operational level, often handling the oversight of projects that are key to the success of the business. Responsibilities Coordinate and manage all logistics for internal and external meetings including but not limited to team meetings, all hands meetings, and one-on-one meetings with a wide variety of stakeholders. Assist with leadership and external stakeholder meeting coordination and preparation - including assembling decks and other required materials. Manage CEO’s calendar including scheduling meetings and conference calls, as well as book and manage travel as appropriate. May attend meetings with CEO; take notes, track action-items and follow up as necessary to ensure forward motion. Own and manage relevant projects that require leadership, good judgment, strong analytical skills, and effective communication. Provide administrative support on various executive needs including projects, correspondence, and more as needed Create and submit monthly expense report(s) for the CEO and approve direct report expense reports for CEO Assist with general administrative needs for the corporate office, inclusive of back up for general facilities support and front office Coordinate events and activities (with marketing, sales and human resources as necessary), which may include local as well as virtual events Qualifications 8+ years of EA experience including C-level, preferably CEO, administrative experience in a high-tech, fast-paced, company High level of business acumen garnered from experience working with executives and in growing organizations throughout your career. Skillful execution of administrative activities with high attention to detail, yet agile and able to prioritize and multitask. Demonstrated experience managing administrative projects in support of the CEO and executive team by taking initiative and driving projects to completion. Experience with office management and/or facility management a plus. Cares about executing with excellence and takes ownership of the outcome of work. Highly proficient in Microsoft Suite (Word, Excel, PowerPoint,) video conferencing (Teams, Google Meet, Skype, Zoom). Experience with project management applications, CRM systems, etc.. a plus. Experience assembling materials and/or slide decks by partnering with CEO, other executives and stakeholders in preparation for all hands, client meetings, leadership meetings, investor meetings, trade shows and other venues. Handles highly confidential and/or sensitive matters with discretion and tact, observing and honoring confidentiality when appropriate. Strong interpersonal communication skills - communicates effectively by actively listening, checking for understanding, adjusting communication content and style to meet diverse stakeholders, and providing timely, helpful information to others. Highly collaborative style. Willingness and demonstrated ability to work cross-functionally, in a remote, distributed organization. Possesses a customer-service focus and attitude, with a genuine passion for anticipating needs and providing support that exceeds expectations. Experience juggling complex schedules and calendars, as well as making travel arrangements. Bachelors or equivalent experience. Equal Opportunity Statement At Kastle, we believe that diversity makes us stronger - at work and in the world. Kastle Systems International, LLC is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, marital status, pregnancy or any other basis protected by applicable federal or state laws.
