Executive Assistant

About Upshop :

Upshop is the market leader in Total Store Operation solutions for the Grocery and C-Store markets. We offer an AI-powered, SaaS platform connecting Fresh, Center, eCommerce, and DSD department operations to deliver a simplified, smarter, more connected store experience.

Customers running Upshop realize significant improvements in sales, shrink, food safety and sustainability across the entire store.

150+ retail chain accounts trust our software in over 30k+ stores, 9 countries, and 3 continents.

Overview of the role :

We are seeking a highly organized and motivated Executive Assistant to provide exceptional support to our CEO. In this fast-paced role, you will serve as a key member of the executive team, ensuring the CEO's day-to-day operations run smoothly and efficiently.

You will be the CEO's right hand, acting as the gatekeeper to their time and a liaison to internal and external stakeholders.

In addition, you will serve as an Office Manager for Upshop's new Austin location. Duties include working in an office environment, overseeing the facility, managing events & client visits, and assisting teams with general coordination.

The ideal candidate for this position is a flexible team player who has strong written and verbal communication skills, proficiency in office productivity tools, and ability to keep calm under pressure.

Responsibilities :

• Manage CEO's calendar prioritizing appointments, meetings, and deadlines.
• Schedule and manage complex travel arrangements.
• Anticipate scheduling conflicts and propose solutions.
• Screen and direct phone calls, inquiries, and requests.
• Coordinate content and flow of information to senior executives.
• Acts as a liaison between executives and various departments, ensuring clear communication and alignment on goals.
• Collaborate with senior executives to prepare presentations - gather and format content for various events such as leadership meetings, company all-hands, board meetings, etc.
• Prepare and distribute agendas and briefing materials for meetings and presentations.
• Attend meetings and take notes of discussion; prepare summaries.
• Compose and proofread professional correspondence, emails, and reports for the CEO.
• Organize team communications and plan / coordinate events, both internal and off-site.
• Act as Office Manager for the Austin office by overseeing day-to-day operations. Duties include but are not limited to - managing the facility, restocking supplies and equipment, coordinating events & client visits, assisting teams with general inquiries, sending out communication, etc.
• Manage expense reports and ensure adherence to company policies.

Qualifications :

• 5+ years of experience as an Executive Assistant or related role.
• Excellent written and verbal communication, interpersonal, and organizational skills.
• Proven experience in managing complex calendars and scheduling.
• Strong time-management skills and ability to organize and coordinate multiple concurrent projects.
• Ability to maintain confidentiality and discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Aptitude for learning new software and systems.
• Positive attitude with a high level of initiative, solution-mindset and accountability.

Preferred Qualifications :

• Bachelor's degree or equivalent experience in business administration, communications, or a related field
• Experience working in a Technology or SaaS platform company
• Business travel experience

Benefits / Perks :

• Hybrid Opportunity
• Competitive salary
• Employer-matched 401(k) plan
• Attractive paid time off policy
• Career growth and development opportunities
• Home office support set-up
20 days ago