Executive Assistant

Job Overview

Does your background include a wide array of administrative duties? iCIMS is looking for a dynamic team player to join our team as an Executive Assistant where you’ll provide high-level administrative support to our Chief Technology Officer (CTO) and our Chief Product Officer (CPO) in a range of activities such as calendar management, scheduling and coordinating meetings, travel, and expenses.

This role requires a strong sense of ownership, exceptional communication and organizational skills, and the ability to handle high-level interactions with discretion and polish. You should be energized by problem-solving, comfortable managing complex priorities, and constantly looking for ways to optimize the executive’s day and improve team operations.

When you join iCIMS, you join the team helping global companies transform business and the world through the power of talent. Our customers do amazing things: design rocket ships, create vaccines, deliver consumer goods globally, overnight, with a smile. As the Talent Cloud company, we empower these organizations to attract, engage, hire, and advance the right talent. We’re passionate about helping companies build a diverse, winning workforce and about building our home team.

We're dedicated to fostering an inclusive, purpose-driven, and innovative work environment where everyone belongs.

• Proactively manage the calendar of the CTO & CPO with the ability to schedule and prioritize meetings, resolve schedule conflicts, and stay several steps ahead to maintain efficiency
• Research, prioritize, and follow up on incoming issues and concerns addressed to business leader, including those of a sensitive or confidential nature. Handle such information with professionalism, discretion, and urgency
• Arrange complex and detailed travel itineraries and compile documents for travel-related meetings
• Complete corresponding travel & expense reports monthly
• Engage in problem solving and initiate proactive / preventative measures as needed with minimal oversight and guidance needed
• Maintain high level of professionalism in dealing with senior business leaders inside and outside the organization
• Interact with administrative counterparts at iCIMS’ parent company to assist with Board of Director Meetings or other meetings relevant to the portfolio of companies
• React with appropriate urgency to situations that require a quick turnaround
• Act as a point of contact for assigned leaders, redirecting messages, and following up as necessary
• Collaborate with other Executive Assistants to ensure appropriate administrative coverage across the business
• Assist with special projects as assigned; track and help drive completion of key deliverables
• Participate in other activities/projects at the discretion of management programs
• Communicate with employees at all levels of the organization to gather or convey information

• A minimum of eight (8) years of experience providing administrative support to high-level executives required
• Strong organizational skills and attention to detail including the ability to handle complex calendar coordination required
• Advanced proficiency with Word and Outlook required
• Strong relationship skills and ability to maintain interpersonal relationships and stakeholder management
• Highly resourceful team-player, with the ability to be extremely effective independently
• Ability to exercise independent judgment when handling issues of a complex nature
• Outstanding follow-up, organization, and planning skills
• Demonstrated business acumen and desire to learn the business
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Strong verbal and written communication skills
• Ability to work in a fast-paced environment is essential
• High level of discretion and confidentiality
• Strong problem-solving and decision-making capability

iCIMS is a place where everyone belongs. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our approach helps us to build a winning team that…