Executive Assistant Jobs

Job Title: Executive Assistant – Software Development Department

Reports To: Vice President of Software Development

Work Location: Carlinville, Remote, Hybrid

Date Prepared: September 2022

Position Summary

The Executive Assistant provides executive level administrative assistance in support of the VP of Software Development and the software development management team.

Essential Job Functions

· Support the VP of Development with general scheduling, email management, travel and organizational needs, and expense management.

· Partner with Development leadership to coordinate and maintain the operational cadence of product increment planning activities such as cross-team prioritization planning, backlog scrubs, retrospectives, and weekly planning meetings.

· Coordinate cross-team planning meetings in partnership with the product delivery team and assist with creating agendas and follow-ups as needed.

· Record/track meeting discussions and action items.

· Assist with Development team communications, including internal team communications as well as assisting development leadership with drafting external-facing communications.

· Plan and coordinate fun and engaging development team training, events, and offsite activities.

· Establish and document processes and operational best practices in order to increase productivity and effectiveness across the team.

· Ad-hoc project management on as-needed basis (and as time allows).

· Handle, update and distribute confidential and complex information

· Maintain and update customer information and contacts in Karmak CRM systems as appropriate

· Occasional travel to customer sites and meetings

· Produce information/presentations by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics.

· Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

· Prepare metric reports by collecting and analyzing data.

· Maintain office supply inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

· Maintain professional and technical knowledge by:

o Attending educational workshops

o Reviewing professional publications

o Establish personal networks

o Participate in professional societies

Essential Knowledge, Skills and Experience

· Requires advanced skills in Microsoft Outlook, Word, and Excel—formulas, charting and graphing.

· Experience as an Executive Assistant to a software executive is preferred.

· Experience with Azure DevOps (VSTS, TFS), Jira, Confluence, or similar tools preferred.

· Requires a high level of confidentiality as well as the ability to exercise discretion

· Ability to understand priorities and be flexible while performing multiple administrative tasks

· Must be able to anticipate and take the lead with minimal direction

· Advanced skills in scheduling and planning

· Strong communication and collaboration skills are required, with the ability to interact positively with both internal and external customers

· Requires excellent attention to detail and strong organizational skills

· Requires a sense of urgency and the ability to work in a fast-paced environment

· An Associate’s Degree in business or a related field is preferred, with 3 to 5 years of previous relevant administrative experience

· Karmak company experience and knowledge of company resources is a plus

The above statements describe the general nature and level of work being performed in this job. They are not intended to be an exhaustive list of all duties. Additional responsibilities may be assigned by Karmak.