Sr. Executive Coordinator job in Oakland

At Future State, we enable extraordinary visions that positively impact the world. We are passionate problem solvers who are committed to being of service and facilitating positive, sustainable change for our clients. Future State is 100% employee-owned, WBE certified (women-owned and led), and a certified B-Corporation, receiving the 2019 Best for the World honor for workers.

We are looking for a Sr. Executive Coordinator to partner with our CEO, Shannon Adkins. Described as “persuasive,” “optimistic,” “enthusiastic,” “dynamic,” and “passionate,” Shannon believes that effective leadership requires integrity, honesty, and heart. She has built a culture that embraces full expression, where employees’ personal and professional lives are celebrated – to learn more about her philosophy, listen to her “Putting People First” podcast on The Modern Manager - https://player.fm/series/the-modern-manager-helping-managers-create-and-lead-successful-teams/ep-66-putting-people-first-with-shannon-adkins

Your Experience & Background

You are a Sr. administrative support professional with 5+ years’ experience supporting C-Suite Executives. You are incredibly well-organized, flexible and self-driven, and you believe in the power of maintaining great relationships. You are an active listener, who is both fast-paced and easy-going. Your previous responsibilities have included:

• Planning, organizing and managing calendars
• Assisting with booking travel and managing logistics
• Managing and submitting monthly expense reports
• Coordinating with other teams within the company and external parties to ensure efficient workflow and handling of internal requests
• Ensuring timely communications and handling confidential information
• Project managing tasks to ensure follow-up to action items
• Working on multiple projects and priorities at once
• Drafting, editing, and proofreading meeting notes, emails and presentation materials
• Social media and event calendar management
• Providing remote support and coordinating tasks via email, text, IM, and/or phone
• Proficient with MS Office Suite (Word, Excel, PowerPoint, Outlook), and cloud-based collaboration tools (BOX, Dropbox, Smartsheet, Google Sheets, Confluence, SharePoint)

What you’ll manage

• Proactively manage, assess and predict the day-to-day needs of the CEO to ensure she is prepared and organized for all internal and external meetings and events
• Seamlessly manage email coordination, calendar scheduling, travel, expense reporting, event planning, and a wide variety of priorities
• Assist in the creation of PowerPoint, and other presentation and correspondence materials
• Resolve conflicting time demands to ensure a seamless schedule based on business priorities
• Anticipate the CEO’s needs and proactively assemble the appropriate people and resources to solve problems
• Handle confidential information and communications tactfully, with efficiency and attention to details
• Travel and non-standard work hours will be required on occasion

Future State, Inc. is an Affirmative Action and Equal Employment Opportunity workplace and all qualified applicants will receive consideration for employment regardless of race, color, religion, sex, sexual orientation, gender identity/perception, national origin/ancestry, age, marital status, disability, or veteran status.