Office Experience Assistant / Executive Assistant
Getting together with real people in real life makes powerful things happen. Side hustles become careers, ideas become movements, and chance encounters become lifelong connections. Meetup brings people together to create thriving communities. Show up. Change lives.
The Office Experience “OffX” Assistant role at Meetup is charged with helping to cultivate the entire experience for employees, supporting a diverse and talented team, and crafting the culture and physical environment that supports our work. In this fast paced, physically demanding role you will be organized, energetic, efficient, and have a whole lot of hustle! Going above and beyond is a requirement, with attention to detail and customer service being your focus. You will also be the primary support for our CEO; assisting with scheduling, travel, project management of events, and helping the team thrive by prioritizing and anticipating needs even before they arise. You will prioritize schedules and projects, anticipate needs, and partner closely with leaders at Meetup to keep them on track.
What you’ll get to do:
Office Experience
- Assist with daily office preparation, including resetting of communal spaces and conference rooms
- Setup/breaking down all conference rooms, maintaining conference room tidiness, including deep cleaning
- Ensure re-stocking of commercial-sized fridges with food and beverages, maintain communal space and kitchen tidiness, load and unload dishwashers as needed, and restock bathrooms across all floors
- Work with Office Experience Manager and Corporate Coordinator to keep supply rooms / mail area stocked and tidy
- Assist with meeting room setup and breakdown for onsite meetings & luncheons
- Assist with facilities tasks including but not limited to workstation seat relocations, furniture and decor, building and installations, swag inventory organizing, etc.
- Assist Office Experience Team with all queue needs for office tickets
- Assist Office Experience Manager with janitorial and office supply inventory
- Greet and assist visitors when they arrive if needed
- Assist with event set-up and prep events, including moving and arranging tables/chairs, food supplies and various equipment as needed
- Help to quickly resolve employee issues or complaints
Executive Assistant
- Heavy calendar management for our CEO
- Suggest and implement process and operational changes to improve teams efficiency
- Create and assist with editing documents, presentations, and basic reports
- Support meeting preparation including creating agendas, meeting recaps and follow up items, distributing resources, and running technical aspects
- Schedule meetings and manage Google calendars
- Manage all logistics, setup, and facilitation of team off-sites and other team building events
- Assist with travel coordination
- Collect and submit timely expense reports
- Update and organize shared drives, files, GitHub, and organizational charts
- Coordinate between departments including legal, accounting, product, and design and manage internal communications as needed
What makes you an ideal candidate:
- Initiative and bring ideas to the table
- Great problem solving & time management skills
- Proficient with Google Suite
- Previous experience working with cross functional teams and at least 2 - 3 years of project coordination/administration experience
- Strong organizational skills, high sense of urgency, and an attention to detail
- Excellent oral and written communication skills with a high level of professional confidence
- Mastery of Google Apps: Calendar, Mail, Docs, Slides, Sheets, Forms; Confluence, JIRA, Github markdown, Medium for blogging
- Experience working in a fast-paced, team-oriented environment
- Ability to develop, build and maintain relationships with key executives
- Ability to work independently on assigned tasks as well as to accept direction on given assignments
To be successful in this role you will need to:
- Assert yourself and take ownership of projects
- Prioritize projects
- Work efficiently with team members and departments
- Be able to manage stress and and ever changing, fast paced environment
- Display patience and empathy
- Be curious, flexible, and a strategic thinker
- Ability to maintain confidentiality
- Take comfort in ambiguity, make sense of all the loose ends, weaving them together into clarity
Our team is bold, supportive, and passionate about bringing people together in real life to create community for everyone. We care about moving fast, real-world change, and building diverse, dynamic teams. You in?