Executive Administrator - Part Time

*This part-time hourly contract role at Hotwire is hybrid and open to our San Francisco office location. This role is anticipated at 20-25 hours per week, with the candidate's ability to flex up in key support times. *

About you...

You are a highly organized and detail-oriented professional with experience supporting business leaders and internal operations. Your exceptional ability to manage multiple duties and responsibilities with ease and professionalism ensures that key members of our leadership team are always prepared and ready for action.

Your outstanding organizational skills are essential in managing the logistical needs of our North America CEO, including calendar management and travel arrangements.

You are an expert in project management for key initiatives and efficiently execute company events and staff/client gifting, making your contributions vital to our overall success. You thrive in a dynamic environment and are passionate about creating a positive impact through your support.

If this sounds like you, read on…

About us…

We are the pre-eminent global tech communications and marketing consultancy. We are a group of expert communicators and marketers who are fanatical about tech and are here to help businesses ignite their possibilities. Our local experience and global scale allow us to deliver bold but pragmatic guidance to tech companies all over the world.

When you work with us, we connect and support you in a way that allows you to achieve limitless success and career growth. For years now, we’ve been named a Best Place to Work by PR Week, PRNews and Crain’s New York.

We are curious, ambitious and connected, but most of all we are one team working together to be the global alternative.

We are looking for an exceptional person to join our team as a Executive Administrator.

The role of Executive Administrator will look different every day as the needs of the organization shift and evolve. You will be exposed to various executive and employee request and expected to provide recommendations for solutions. In order to support the agency in more than an administrative capacity and be a trusted advisor to the business, you must be in tune with the Executives you support, understand our business and anticipate the needs of both. You are encouraged to meet frequently with team members at all levels in formal and informal settings, and create a trusting and open environment for dialogue.

The most important qualities an Executive Support Manager must have are the desire and ability to be proactive and detail oriented. Being exposed to many touchpoints within the organization, you have a unique perspective to see potential issues, efficiencies or inequalities in the way we operate across the business. You are expected to use that perspective to provide recommendations for solutions. You must also understand your own limits and be able to prioritize that which is most critical to the organizational and executive needs at any given time. The leadership team will depend on you and look to you for support so it’s important to remain objective and fair and keep information confidential as needed.

Job Duties and Responsibilities

Executive Support

• Managing calendars, meeting coordination & scheduling and inbox triage for the NA CEO
• Manage and submit monthly expense reports for NA CEO & Chief Growth Officer and liaise with Finance to ensure all receipts are accounted for and coded correctly.
• Manage and submit receipts for NA CEO & Chief Growth Officer American Express reconciliation weekly or as needed
• Prepare confidential correspondence on behalf of executives and submit documents for signature through Adobe Sign
• Arrange complex and detailed travel plans for both US and international travel, anticipating executive needs and providing clear and organized itineraries.
• Executive meeting support including organizing lunch orders and coordinating with the local office support on set up needs
• Ghostwrite executive scripts for internal & external meetings
• Research and write up people summaries for new business meetings & other networking activities
• Light ad hoc support for the wider US Executive Leadership team
• Liaise with other HW executive support staff in the US and abroad as needed to co-manage projects/activities/schedules.

Company Events & Gifting

• Project Manage logistical planning for a range of special local, domestic, and international events. This often includes obtaining cost estimates, managing budgets, group travel coordination, booking reservations etc.
• Come with a creative lens and participate in ideation for company events and meetings including in local offices (SF, NYC, MSP) and for our remote team members.
• Connect vendors with Finance for contract review and signature, ensuring contracts are signed in a timely manner
• Manage various vendor relationships, including but not limited to travel agency, company swag, and event venues
• Assist in selection and own the order and delivery of employee and client gifts throughout the year including Holiday gifting, Employee Appreciation Day and others.
• Assist with the ordering of new hire flowers and as needed employee or client bereavement, congrats or surprise & delights
• Occasional travel may be needed to support large events. Project manage venue set up and coordinate with all vendors and internal stakeholders to ensure the event or meeting space is as specified

Office Administration (applicable to local SF candidates)

• Manage general administration and operations for the San Francisco office (conference rooms, office supplies, kitchen inventory, deliveries, catering, subscriptions management, mail, etc.)
• Serve as liaison SF, NYC and MN office teams to coordinate space, logistics and supplies where necessary
• Coordinate building access for new or visiting employees
• Communicate with non-Hotwire visitors to ensure they are aware of how to access the building and any required protocols
• Ensure that the first point of contact in our San Francisco office is friendly, accommodating, professional and courteous for all callers and visitors.
• Accountable for monthly office and social budget

You’ll Bring

• Experience in agency and/or internal communication at marketing and/or communications agency
• Proven track record of working in similar roles in agency, in house or other similar environment
• Best in class planning and organizational skills
• Strong attention to detail
• An ability to make quick decisions and initiate action in a fast-paced agency environment
• Strong entrepreneurial and commercial thinking,
• Strong relationship building skills and emotional intelligence to build rapport and trust and work effectively with different types of people at all levels
• An ability to write and articulate complex information into simple, easy to understand language for stakeholders
• A focus on delivering results and meeting expectations
• An ability to adapt and respond to change, to challenge the status quo and be a change agent/leader
• A capacity to cope with challenges, pressures and setbacks
• A drive to achieve personal work goals and objectives
• Experience using Microsoft Office; Suite including Email & Calendars

Why Us

• Flexibility – We understand that life doesn’t always fit around the 9-5; and that work/life integration is crucial.
• Global Reach & Opportunity – You will have the opportunity to work within global teams and travel within the US and globally to connect with clients and colleagues.
• Development Opportunities – A strong learning and development program with training opportunities at all levels.
• Autonomy – The freedom and support to be limitless, and the opportunity to own your career and create the future you want.
• Variety – No day is the same as the last. Both within our own walls, and with our clients, we navigate change daily and there’s always an opportunity to stretch your skills, learn something new, seek out a new challenge, and gain expertise.
• Our Amazing Team – We are connected, ambitious, and friendly. We don’t step on toes to get ahead, we build each other up, develop and teach each other and understand that each person’s individual success is a win for all.

We engage in Thoughtful Working, empowering our talent to determine the best way to work for our clients, our team and Hotwire every single day.

Compensation Range: $42-$56 per hour

Hotwire takes into consideration a candidate’s education, training, and experience, as well as the position’s work location, expected work to be performed, required travel (if any), external market and internal value, and internal pay alignment when determining compensation. Salary history will not be used in compensation decisions.