Senior Executive Assistant

Overview

From Fivetran’s founding until now, our mission has remained the same: to make access to data as simple and reliable as electricity. With Fivetran, customer data arrives in their warehouses, canonical and ready to query, with no engineering or maintenance required. We’re proud that more organizations continue to leverage our technology every day to become truly data-driven.

We’re looking for a proactive and resourceful administrative professional to support our Chief Marketing Officer as a Senior Executive Assistant. This role is crucial for providing exceptional administrative support, managing projects, enhancing employee engagement, and optimizing the executives  working time.

The is a full-time, hybrid position based out of our Oakland, CA office with a requirement to work on-site a minimum of 2 days per week.

Executive Support:

• Calendar Management: Keep the CMO’s calendar organized and conflict-free. Field and prioritize scheduling requests in alignment with executive priorities, adapting swiftly to changing circumstances.

• Meeting Support: Schedule meetings, prepare agendas and briefing materials, and take notes with actionable summaries. Ensure the CMO is fully prepped for every engagement.

• Travel Logistics: Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, and travel documentation, with attention to preferences, policies, and cost-efficiency.

• Inbox Management: Triage and organize email inboxes, draft responses when appropriate.

• Executive Time Blocking: Proactively add structured time blocks on the CMO’s calendar to support preparation for meetings and completion of high-priority tasks.

Departmental Support:

• Document Creation & Editing: Draft, edit, and enhance documents and presentations with clear language and visual appeal.

• Expense Reporting: Manage expense submissions through Coupa. Prompt timely receipt gathering from the CMO and submit reports accurately and on time.

• Ad Hoc Tasks: Handle one-off administrative requests, such as document retrieval, research, meeting setup, and presentation preparation.

• All-Hands Coordination: Lead the planning and execution of monthly department all-hands meetings. Own the end-to-end process, including adapting workflows, defining roles, preparing technology and materials, and ensuring smooth delivery.

• Newsletter Management: Drive the process for including marketing updates in the company newsletter. Gather inputs from multiple sources, stage and format content, and ensure timely CMO review and approval before publishing.

• Slack Channel Oversight: Manage marketing-related Slack channels by ensuring appropriate membership, facilitating clear communication, and regularly auditing and archiving channels for relevance.

• HR Liaison: Act as a point of contact with the HR team on behalf of the CMO. Submit requests, track responses, and follow through to completion.

Project & Program Management:

• Task and Workflow Management: Use task management tools to track follow-ups, share updates, and keep work flowing across the executive’s priorities.

• Hiring Support: Partner with Recruiting and Marketing leadership to schedule interviews and support the end-to-end hiring process.

• Performance Review Coordination: Monitor performance review timelines and ensure the CMO completes required conversations, submissions, and documentation by established deadlines.

• Process Improvement: Proactively identify gaps or missing processes within Marketing operations and help design, document, and implement standard operating procedures to close those gaps.

Team & Culture Building:

• Marketing Offsites and Onsites: Plan and support department-wide events, including agendas, travel, meals, logistics, and in-person coordination.

• Team Engagement: Organize team events, gifting moments, and employee recognition initiatives that foster connection and positivity within the Marketing org.

• Swag Credits Management: Ensure swag credits are issued monthly to employees celebrating their work anniversaries, maintaining a consistent and timely recognition process.

• Culture Champion: Monitor organizational health and surface…