Executive Assistant

Viator, a Tripadvisor company, is the leading marketplace for travel experiences. We believe that making memories is what travel is all about. And with 300,000+ travel experiences to explore—everything from simple tours to extreme adventures (and all the niche, interesting stuff in between)—making memories that will last a lifetime has never been easier. With industry-leading flexibility and last-minute availability, it's never too late to make any day extraordinary. Viator. One app, 300,000+ travel experiences you’ll remember.

The Executive Assistant will perform a high level of diverse clerical, administrative, and general office assistance and support, to ensure an efficient, and productive work environment for the President and Chief Operating Officer (COO) of Experience and members of the leadership team. Responsibilities include overseeing day-to-day operations as delegated by the President & COO while serving as primary liaison to coordinate with internal and external partners on behalf of the President. The Executive Assistant functions as an extension of the President & COO by anticipating needs and proactively addressing issues with an emphasis on sound judgment and initiative and confidentiality, with appropriate but minimal direction.

This position facilitates efficient execution of the President & COO’s activities by vetting internal and external requests, working closely with leadership team members, managing internal and external correspondences, taking the lead in briefing preparation, and managing special events.

• Strong preference for at least 5 years of senior level experience supporting C-level management. Outstanding organizational skills, experience in a fast-paced environment, meticulous attention to detail, the ability to successfully prioritize and manage multiple duties, and excellent independent judgment to act on behalf of the President when appropriate are highly desired. Must be calm and efficient under pressure and able to handle a wide variety of activities and confidential matters with discretion. Will require a time commitment and flexibility commensurate with the needs of the President.
• Outstanding verbal and written communication skills;
• Ability to exercise sensitivity, discretion, judgment, tact and diplomacy given that information handled may be confidential and complex in nature;
• Excellent people skills, including networking, organizing, and inspiring excellence;
• Detail-oriented and possess strong organizational skills;
• Demonstrated ability to multitask, react and think quickly;
• A self-starter with a strong sense of ownership and involvement with the initiative to proactively troubleshoot and identify potential problems and resolve conflicts.
• Ability to know when to seek clarification or assistance;
• High energy level, enthusiastic, and eager to do what is necessary to be successful;
• Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks;
• Ability to build effective professional relationships with stakeholders including staff, external partners, etc;
• Superior computer skills (MS Office Suite & Google Suite, required; Workday experience a plus); ability to gather data, compile information, and prepare reports; enthusiasm for leveraging AI tools for productivity

• Executive Support - Provides a high level of administrative support, anticipating and executing on the needs of the President & COO. Completes a broad variety of administrative tasks including: managing extremely active calendars of meetings; reading, researching, and routing correspondence and other materials appropriately; drafting emails and documents as needed; collecting and analyzing information; filing documents; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Oversees timely completion of travel and expense reports, responds to requests in a timely fashion and prioritizes competing demands.
• Communications Management - Oversees the preparation, production and distribution of background and briefing materials and itineraries related to meetings, presentations, deployments, conferences, and travel. Assists in coordinating the agendas of the leadership team and routine offsite meetings. Prioritizes conflicting needs; handles matters expeditiously, proactively, confidentially and follows-through on projects to successful completion, often with deadline pressures.
• In-Person Event & Meeting Management - Works with management and facilities staff (OfficeX) to secure meetings rooms, organize events, order breakfast, lunch and other supplies for staff-related events that take place in-office
• Undertake other tasks that are consistent with the position, and as assigned by the President or COO.