About the role

HashiCorp is looking for a Sr. Executive Assistant to support our Chief Information & Security Officer. 

As a key partner to the CIO & CSO, you will play a crucial role handling key administrative tasks, managing large projects, and contributing to the overall success of our company initiatives. Success in this role means keeping the executive focused on the most business critical opportunities and assisting in the execution of the company's priorities, goals and initiatives.

This role is hybrid and will include quarterly travel as well as some in-office days (every 4-6 weeks) at our San Francisco HQ. Candidates must be local to the SF HQ office.

What you’ll do (responsibilities)

Calendar Management

• Manage complex calendar and scheduling for CIO, CSO
• Oversee long-term calendar for the department to plan and remove barriers around leadership meetings, department meetings, QBRs, offsites and other events
• Coordinate internal and external meetings including but not limited to team meetings, full staff meetings, all hands meetings, offsite meetings, one-on-one meetings, meetings with stakeholders and customers, etc
• Proactively manage correspondence and meeting priorities based on customer meetings, annual planning cycles, fiscal calendars, current projects, team needs and events

Administrative Support

• Anticipate needs and keep CIO focused on the most business critical opportunities related to the company's priorities, goals and initiatives
• Manage information from meetings, mail, calendars, etc. Determine when the executive or other stakeholders should be notified or involved, and follow up as needed
• Be a second set of eyes on major business initiative planning and communications
• Complete travel arrangements and expense reports

Project Management & Event Planning

• Manage the operational cadence of the department, plan internal meetings (offsites, town halls, QBRs, forecast calls, etc) within department budget and ensure that all pre-planning, meeting scheduling, and follow-ups are completed for major business initiatives throughout the year

Process Improvement

• Improve current processes and optimize organizational procedures for efficiency and productivity
• Support peers, act as a resource for all team members, sharing business, technical knowledge and guidance
• Assist with ad-hoc tasks and projects, including management of and collaboration on projects and priorities across teams and functions
• Co-ordinate in / outflow of dept communication processes

What you’ll need (qualifications)

• Hybrid work schedule: semi-regular travel (quarterly) as well as some in-office days (every 4-6 weeks) at our San Francisco HQ
• A minimum of 7+ years work experience in the capacity of an Executive Assistant/Executive Business Partner/Chief of Staff supporting VP or C-level executives 
• Experience with the software industry and/or SaaS business model
• Capacity to work on multiple projects, lead priorities and accurately set expectations
• Extensive experience with complex schedules and logistics across multiple time zones
• Experience with event planning and travel management
• Experience working with confidential information and a high level of discretion
• Excellent written and verbal communication skills
• Able to work well with various personality types, receptive to feedback
• Ability to quickly learn new tools and technologies; a desire to continuously improve efficiency
• Proficient working with Google workspace, Slack, Zoom, Concur, Coupa, Salesforce

#LI-Hybrid

The base pay range for this role in the SF Bay Area is:$153,000—$180,000 USDThe base pay range for this role in California, excluding the SF Bay Area, is:$140,000—$165,000 USD