Executive Assistant

Executive Assistant

OpenX is focused on unleashing the full economic potential of digital media companies. We do this by making digital advertising markets and technologies that are designed to deliver optimal value to publishers and advertisers on every ad served across all screens. At OpenX, we have built a team that is uniquely experienced in designing and operating high-scale ad marketplaces, and we are constantly on the lookout for thoughtful, creative executors who are as fascinated as we are about finding new ways to apply a blend of market design, technical innovation, operational excellence, and empathetic partner service to the frontiers of digital advertising. As the executive assistant you will support multiple executives across departments delivering on OpenX's priorities. You will work with the executives to handle the daily management of complex work-flows, including : relationship management, schedule oversight, logistical planning for meetings and event planning, heavy calendaring and coordination of travel and expenses. Our ideal candidate will enhance office effectiveness and efficiency by managing multiple priorities, anticipating needs, and helping to resolve day-to-day issues. Our ideal candidate is a professional who takes initiative, pays attention to detail, has exceptional problem-solving skills, and possesses the ability to adapt on the fly!

Key Responsibilities :

Strategically and thoughtfully support our leaders across multiple time zones in the U.S. and globally - completing a broad variety of administrative tasks including, but not limited to, managing extremely active calendars; completing expense reports; preparing and posting reports; arranging complex and detailed travel plans, itineraries, and agendas; playing host to high-profile groups of visitors and guests; and other administrative duties.

Develop an understanding of the group and Open X's priorities and commitments to ensure the executive's productivity daily. Proactively and with limited supervision, anticipate needs and follow through diligently, often using knowledge of the executive, their direct reports, external parties, and company values to make decisions that lead to more effective executive attention and communication

Maintain the executives' calendars in a purposeful manner, ensuring meetings contain the appropriate attendees, agenda items, and any changes are done with full consideration of a global team, spanning multiple time zones; as applicable ensure executive is prepped and briefed as necessary for each meeting

Seamlessly coordinate travel including air and ground transportation, hotel reservations, security, visas, and any other travel documentation. Review and reconcile all incoming expense and travel reports for accuracy and compliance with corporate policy.

Orchestrate rock-star style events such as team off-sites and team building activities for executives and their teams.

Work flexible hours to support global business meetings; some travel is required

Provide backup support for office coordination, including managing onsite logistics such as receiving and sending packages, restocking office and kitchen supplies, coordinating vendor visits for maintenance or repairs, and ensuring the overall functionality and presentation of the workspace.

This is a hybrid role that may require regular in-office attendance to effectively support operations and employee experience.

Required Skills & Qualifications :

5+ years of experience supporting senior level executives as an executive assistant effectively representing the personal brand of the executive as well as the company's culture and values; experience in a tech environment a plus.

Bachelor's degree or equivalent practical experience.

Extensive technical skills with Google Workspace, Zoom type meetings, Slack, Concur, and travel planning software, among other tools; demonstrated ability to adopt technical tools quickly. Self-starter who can operate independently and effectively with minimal supervision, anticipate needs and move quickly from one task to another; creative problem solver, seeks "win-win" solutions; energized by challenges with superb attention to detail

Excellent interpersonal skills and business acumen; ability to communicate with team members, partnering well across OpenX, and external parties at all levels

Experience with event planning & coordination to include support for large meetings, off-sites

Ability to travel to our location in Chicago for client meetings, events and back-up support to office operations.

Experience working remotely

Preferred Skills & Qualifications :

Experience in both start-up and medium size enterprise environments preferred

Demonstrated ability in creating decks

OpenX is committed to fair and equitable compensation practices. For all applicants, the base salary range is noted above, per year + bonus + equity + benefits. A candidate's salary is determined by various factors including, but not limited to, relevant work experience, skills, and certifications.

Our five company values form a solid bedrock serving to define us as a group and guide the company. Our values remind us that how we do things often matters as much as what we do.

We are one team. There are no exceptions. We are a group of strong and diverse individuals unified by a shared mission. We embrace challenges and win together as a team. We respect and care about our colleagues and cultivate an inclusive culture

We innovate on behalf of our customers. We understand, respect, and listen carefully to our customers. We build great products to solve our customers' problems. We manage our customers' expectations clearly and honestly. We are a trusted partner to all of our customers - we act with integrity at all times. We care.

We are all owners of OpenX. We all have a voice to improve OpenX. We stake our personal and professional reputations on the excellence of our work. We are not interested in just "doing our jobs"; we take ownership to drive results

We understand and respect what each of us does. We are eager to teach and share what we know with others, both internally and externally. We are eager to learn from others and we ask questions internally and externally.

We take responsible risks and own and learn from our mistakes. We recognize and repeat success. We actively seek out and provide constructive feedback. We adapt quickly and embrace change. We tackle growth and learning with real urgency. We are endlessly curious.

Our three traits capture what makes a great team member at OpenX.

Ideal team players are humble and demonstrate integrity. They put the team's success above their own, share credit generously, and value collective achievements. They are self-assured, open to coaching, and committed to continuous learning.

Ideal team players are results-driven and motivated. They are curious, always seeking more to do, learn, and take on. As proactive problem-solvers, they take initiative without needing external motivation. They continuously think about the next steps and opportunities for improvement.

Ideal team players are smart and possess the intellectual acumen to understand the complexities of our organization and industry. They are interpersonally intelligent, good communicators, and exemplify sound judgment in their interactions across the company to foster a collaborative environment.

OpenX is committed to equal employment opportunities. It is a fundamental principle at OpenX not to discriminate against employees or applicants for employment on any legally-recognized basis including, but not limited to : age, race, creed, color, religion, national origin, sexual orientation, sex, disability, predisposing genetic characteristics, genetic information, military or veteran status, marital status, gender identity / transgender status, pregnancy, childbirth or related medical condition, and other protected characteristic as established by law.