Workplace and Executive Assistant
Madhive is the leading independent and fully customizable operating system built to help local media professionals build profitable, differentiated, and efficient businesses. Madhive empowers sales teams to extend their reach into streaming and connects local advertisers with the communities they serve. Madhive’s platform provides the unique ability to reach local audiences at national scale, with premium supply partnerships and end-to-end tools for planning, targeting, and measuring full-funnel campaign outcomes. Powering campaigns for over 30,000 small and medium businesses per day, Madhive is driving the evolution of local media.
The Workplace and Executive Assistant will manage day-to-day office operations of Madhive's office in Redwood City, CA. This role will be responsible for providing comprehensive administrative support to their executives and managing various office functions to optimize productivity. The ideal candidate will be trusted to handle everything that comes their way in support of their executives, the office, and the larger company goals. In this role, you will be assisting with various day-to-day commitments, office and reception needs, helping to navigate priorities, anticipating needs, and keeping our executives on schedule with their meetings while keeping our office running smoothly.
This person must exercise the utmost discretion when handling confidential information and pay close attention to detail in tackling administrative functions.
We are looking for someone with a positive attitude who is excited about working with a high-performing team in a fast-paced and fun environment!
This is an in-office role based out of our Redwood City office. Expected to work in person at our office 4 - 5 days per week.
Who You Are:
2+ years of experience supporting C-Suite executives, preferably in a startup environment
Bachelor’s Degree is preferred
Enthusiastic, resourceful, dependable, and organized
Superior verbal and written communication skills and a sharp attention to detail
Proven ability to handle confidential information with discretion, both business and personal
“Above and beyond” attitude, no job too big or too small
A planner with a sense of urgency, who has previous experience in office operations
Comfortable managing priorities while supporting multiple leaders
Highly proficient in PC & Mac Systems, Google Suite, and Microsoft Office
Experience supporting Finance teams is highly desirable
What You Will Do:
Provide administrative support to the senior leadership team by scheduling meetings, balancing competing responsibilities, and making decisions to optimize for priority and availability.
Perform and prioritize multiple tasks seamlessly with excellent attention to detail and minimal supervision.
Attend and travel to conferences with the Executives if needed (travel less than 5%).
Prepare and provide all briefing materials and bios prior to the executive meetings and engagements.
Assist in preparing presentations and agendas.
Manage and execute requests by coordinating cross-functionally with other departments for seamless project execution.
Arrange all travel, including hotel accommodations, transportation, and itineraries for both domestic and international trips.
Manage day-to-day operations of our Redwood City office, ensuring the office is maintained to the highest quality standards.
Responsible for Madhive's office reception, including welcoming visitors, utilizing software systems to check in guests, and sitting at the reception desk.
Assist in managing relationships with vendors to ensure all aspects of the office are running smoothly and escalating when appropriate.
Support daily Madhive office needs including handling day to day requests for any in office services, coordinating equipment, setting up meeting rooms.
Manage conference room calendar and assist with scheduling and rescheduling of meetings.
Act as a point of contact for building and facility vendors as well as employees.
Act as an ambassador of our culture and core values and serve as the face of our company at our office.
We are Madhive
Madhive is a dynamic, diverse, innovative, and friendly place to work. We embrace our differences and believe they fuel our creativity. We come from varied backgrounds and think that’s important. Whether it’s taking ideas from previous lives and applying them in different ways or creating something completely new, we are all trail-blazing team players who think big and want to make an impact.
We are committed to cultivating a culture of inclusion and collaboration. We welcome diversity in education, culture, opinions, race, ethnicity, gender identity, veteran status, religion, disability, sexual orientation, and beliefs.
Please be advised that we will NOT be using third-party recruiting agencies for this search.