Executive/personal assistant job description

Helbiz is a multi-modal, international company looking to revolutionize transportation through sustainability and accessibility. Helbiz is the first micro-mobility company to be listed on NASDAQ and offers an array of mobility products including electric scooters and bicycles to cities around the world. We aim to solve first and last-mile problems in cities and on campuses by offering unique transportation options that are more efficient, more affordable, and reduce our carbon footprint.

Helbiz is looking for a detail-oriented, proactive leader to join our team as the Executive Personal Assistant to the CEO.

The ideal candidate for this position will have exceptional organizational and planning skills, strong communication skills, and proven experience working as a personal executive assistant. In this role, you will report directly to the Director of Business Development and CEO.

In this position, you will manage all business and personal administrative tasks for the CEO. You will organize meetings, manage calendars & schedules, and plan events. You will drive key initiatives and work cross-functionally to develop solutions that achieve our goals.

To be successful in this role, you should be able to meet a constant stream of deadlines, be able to work both independently and collaboratively with different levels of employees, and possess superior interpersonal skills. You will be a part of an international, multi-disciplinary team in a rapidly growing micro-mobility industry.

ResponsibilitiesAct as the point of contact among executives, employees, clients, and other external partners Screen telephone calls and emails, taking messages and responding to queries Work with our travel agency to arrange domestic and international travel, transportation, and accommodation for C-Level executives Manage the calendar for our CEOCoordinate onsite meetings, lunch meetings, virtual meetings, etc. for the CEO and other executives Accompany CEO on various trips domestically and internationally Manage information flow in a timely and accurate manner Prepare for meetings by organizing refreshments, taking notes, gathering all necessary documentation, and other necessary tasks Act as an office manager by keeping up with office supply inventory Compiling and submitting expense reports for the CEOPerform personal and executive errands as needed Draft simple spreadsheets Coordinate and manage vendors and contractors at the office and/or residence Light cleaning and organizing Perform other duties as assigned

RequirementsProven experience as a personal executive assistant Proficiency in all Microsoft Office applications and G-Suite tools Great phone etiquette The ability to multitask and manage time well The ability to read and interpret various documents Ability to work on business and personal items interchangeably Excellent verbal and written communication skills Exceptional organizational skills and attention to detail Ability to act with integrity, professionalism, and confidentiality Experience with a global organization or international team is preferred Ability to work out of Helbiz's New York City headquarters Valid US Passport and the ability to travel domestically and internationally 15-25% of the time Passion for transportation and micro-mobility

Benefits & PerksOpportunity to join a fast-paced company within a disruptive industry Ability to shape and establish leadership within the organization and industry Competitive compensation and performance-based bonus structure Competitive benefits package including health benefits, PTO & Paid Sick LeaveThe office environment and perks that accompany a business designed to disrupt the last mile of transportation globally
Helbiz is an Equal Opportunity Employer and is committed to diversity and inclusion in the workplace. Helbiz prohibits the discrimination and harassment of any kind based on race, color, sex, religion, gender identity, gender expression, age, national origin, disability, genetic information, pregnancy, military or veteran status, marital status, or any other protected characteristic as outlined by federal, state, or local laws. We celebrate diversity and are committed to creating an inclusive environment for all employees.

RoundGlass is a global wholistic wellbeing company dedicated to empowering and enabling people on their personal wellbeing journey.

Our mission is simple yet ambitious: to inspire the power of wholistic wellbeing to create a happier, healthier, and more joyful world. We work to achieve this by investing in and developing new technology, sharing knowledge, and focusing on action for the good of the individual, their community, and the wider world.

RoundGlass is looking for an Executive and Personal Assistant to partner directly with our Global Head, of Mental Health and Wellbeing to oversee a wide range of complex, confidential, and administrative responsibilities. You'll contribute to the overall organization's success by keeping a pulse on executive priorities, and closely communicating with the leadership team, with efficiency and deliverable projects.

You'll have initiative, independent judgment, tact, and diplomacy with sensitive, complex, and highly confidential business both inside and outside the company. You'll also be a champion of culture, evangelizing RoundGlass values to create impact across the organization.
Must be able to work hybrid in the Bellevue, WA area. Salary range is $75,000-$85,000
What you'll do:Manage the content of information flowing into and out of the office such as the schedules, correspondence and presentations, and other executive support, as needed Act as the point of contact for Executive communications (calls, emails, etc.) providing a high level of service to internal and external clients Provide calendar and scheduling coordination, ensuring the most effective use of attention and focus by understanding business priorities Manage complex projects/processes/events and ensure that all facets of business travel are flawless Prepare expense reports on behalf of the executive, as well as track and reporting Conduct daily updates and review priorities, potential conflicts, and all information updates to ensure the success and organization of the business Prepare agendas and any required documents; transcribe minutes of meetings Arrange domestic and international travel, including accommodations, tracking expenses, car, etc.Assist or lead the completion of special projects as assigned Follow up with executive's direct reports on projects, and tasks, and provide support during business travel Other duties as required
Who we're looking for:Bachelor's degree or equivalent progressive work experience At least 8 years of related experience in project management and/or administrative support functions At least 5 years of executive assistant experience supporting C-Level executives Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) Ability to be proactive and flexible as schedules and priorities shift High level of strategic partnership, providing insights and recommendations, business needs, and priority shifts Hyper-organized with the ability to solve complex business issues and schedule conflicts Strong communication skills across leadership teams, internally and externally Ability to work through ambiguity with a relentlessly optimistic attitude in a fast-paced environment Ability to work effectively in a global organization, across cultures and time zones Ability to work outside core business hours as needed Ability to understand P&L, expense reports and budgeting
We got you covered: Our employees are the most important asset and that's reflected in our wide range of benefits including unlimited access to RoundGlass wellness app. Medical/Vision/Dental and HSALife Insurance and Disability Retirement PlanEmployee Assistant Program Generous PTO and Paid Holidays

Why RoundGlass:

RoundGlass was built on the vision that wellbeing should be at the very center of our life journey. We are not only reimagining how the world experiences wellbeing, but how companies (like our own) support the wellbeing of their people.

We're a group of talented, socially-conscious, gritty, innovators using technology and human energy to create a vibrant wellness ecosystem. Together, we've built an amazing community and we are always looking for people who share our passion. To learn more, visit our Website, Facebook, Instagram and LinkedIn.

RoundGlass does not discriminate against race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law.

We rely on legitimate interest as a legal basis for processing personal information under the GDPR for purposes of recruitment and applications for employment.

WE BUILD WHAT MATTERS

What matters most to you? Is it being part of a strong team? Supporting your family? Solving global problems? You can do these and more at Caterpillar; where your work enables progress around the globe, and you contribute to meaningful work. Together, we can build what matters!

About SPM Oil & Gas

SPM Oil & Gas, a Caterpillar company, provides superior products and service solutions to make our customers more efficient and lower total cost of ownership. Globally, we deliver engineered oilfield and drilling equipment repair and certification, mechanical and rotating equipment repairs and upgrades, rapid prototyping of spare parts, robust asset management, operation and maintenance and field engineering services. We offer a wide range of career opportunities across a variety of technical and business roles in engineering and service locations worldwide. Join our team and help build engineering solutions that change the industry.

We are currently looking for an Executive Personal Assistant in Fort Worth, Texas. As an Executive Personal Assistant, you are responsible for providing advanced administrative support and relief of administrative detail to company executives, availing them the additional time for their top management responsibilities.

Job Duties/Responsibilities may include, but are not limited to:
Coordinates communications by receiving and passing along e-mails, notices, etc.Prepares presentation materials as needed.Schedules meetings and maintain calendars.Organizes, completes, and maintains large projects such as a database for a process improvement.Organizes and expedites workflow through the supervisor's office. Manages travel and lodging accommodations & prepares expense books.Arranges customer/dealer/consultant visits including lodging, meals, scheduling, meetings, etc.Coordinates visits of corporate customers, coordinates airline travel (domestic and international), prepares expense books and reconciles manager's expense statement.Coordinates large conferences, special events involving customers, community leaders or business associates and employee and company events. Responsible for travel and lodging accommodations, arranging plant tours, product demonstrations, meals, etc.

Basic Qualifications:
3-5 years of job-related experience or equivalent combination of education and experience. Must be able to think and work independently, have superior organizational skills, and maintain a high-level of confidentiality.Advanced knowledge in Microsoft Office Suite.

Top candidates will also have:
Program management experience.Administrative experience gained at sectional, divisional and departmental levels. General knowledge of company organization and its operations with a detailed knowledge of functions and responsibilities of the departments within the assigned area.

What You Will Get:
Our goal at Caterpillar is for you to have a rewarding career. Our teams are critical to the success of our customers who build a better world.

Here you earn more than just a salary. Because we value your performance, we offer a total rewards package that provides day-one benefits, including but not limited to:
Competitive salary and annual bonus program Medical, dental, and vision coverage Paid time off plan (Vacation, Holiday, Volunteer, Etc.) Company-matched 401(k) plan Health savings account (HSA) Flexible spending accounts (FSAs) Short and long-term disability coverage Life Insurance Paid parental leave Healthy Lifestyle Programs Employee Assistance Programs Voluntary Benefits (Ex. Accident, Identity Theft Protection)

At Caterpillar, we are committed to a diverse and inclusive environment that values and respects the unique talents, experiences, and viewpoints of our global employees. Our vision is to continually develop the Best Team to build innovative solutions for our global customers, deliver superior results for our stockholders and positively impact the people and communities we serve.

Relocation assistance is not available for this position. Any relocation costs incurred would be the responsibility of the selected applicant.

This employer is not currently hiring foreign national applicants that require or will require sponsorship tied to specific employer, such as H, L, TN, F, J, E, O.

As a global company, Caterpillar offers many job opportunities outside of the U.S. which can be found through our employment website at www.caterpillar.com/careers #LI

EEO/AA Employer. All qualified individuals - Including minorities, females, veterans and individuals with disabilities - are encouraged to apply.

Not ready to apply? Submit your information to our Talent Network here.