Executive Assistant & Site Program Manager

The Team:

Celonis USA is the fastest-growing division of one of the world's leading SaaS companies with a $13B valuation. Our Los Angeles office is a vibrant hub where innovation meets collaboration. As an Executive Assistant and Site Program Manager, you'll join a dynamic team dedicated to supporting our leaders and ensuring seamless operations. We value proactive individuals who are eager to grow and make a significant impact within our organization.

The Role:

We are seeking a highly organized and proactive Executive Assistant to support three directors across two sites overseeing a combined team of over 100 reports. In this role, you will manage complex calendars, coordinate travel arrangements, and oversee various administrative functions to ensure the smooth operation of our Los Angeles teams and site. Your goal will be to become a trusted business partner to the directors, helping to identify and address potential blind spots related to people or projects. 

The work you’ll do:

• Administration: Perform an extensive array of core administrative tasks: 
  • Effectively manage and maintain complex calendars for Engineering Leadership, prioritizing and executing a high volume of requests. 
  • Manage team budget, travel and expenses; process all expenses and reimbursements; manage invoices and Purchase Orders. 
  • Create, organize and maintain team mailing lists, folders and drives.
• Site Management: Oversee activities at the Site, including day-to-day activities, large and small-scale events,  and longer term strategic initiatives. Serve as the primary point of contact for Site-related inquiries, issues, and updates. Communicate effectively with internal stakeholders and external partners as needed.
• Cross-Functional Collaboration: Foster and role-model collaboration across various internal teams and departments, such as workplace, finance and HR to support the Site’s needs and initiatives.
• Operations: Build efficiency and effective responsiveness into existing operations, and help define new operational strategies, such as streamlining new hire onboarding or establishing a review process. 
• Employee Morale and Engagement: Regularly gauge morale by actively engaging with employees at all levels to understand their concerns and needs. Use these insights to develop and execute strategies for improving employee satisfaction, such as team-building events, recognition programs, and other morale-boosting activities jointly with the local leadership team. 

The qualifications you need:

• 3+ years of relevant work experience-- direct executive support, workplace coordination, program/ project management. 
• Bachelor's degree
• Proven ability to manage time efficiently and prioritize multiple stakeholders, functions and tasks in an extremely fast-paced environment with a large volume of requests. 
• Flexibility to adapt to changing priorities and work in a fast-paced, dynamic environment.
• Experience identifying gaps and then initiating, implementing systems, processes, or programs that address them. 
• Extreme attention to detail, organized and responsive. 
• Very strong interpersonal skills. 
• Very strong verbal and written communication skills. 
• Experience working with all levels of management, employees, vendors and customers. 
• Proactivity and demonstrated leadership skills and the ability to influence and motivate teams towards common goals.
• Strong commitment to quality, excellence, and continuous improvement in Site operations and customer service.

Visa sponsorship is not offered for this role.