▷ [Immediate Start] Executive Assistant

Job Description

Company Overview

Docusign brings agreements to life. Over 1.5 million customers and more than a billion people in over 180 countries use Docusign solutions to accelerate the process of doing business and simplify people's lives. With intelligent agreement management, Docusign unleashes business-critical data that is trapped inside of documents. Until now, these were disconnected from business systems of record, costing businesses time, money, and opportunity. Using Docusign's Intelligent Agreement Management platform, companies can create, commit, and manage agreements with solutions created by the #1 company in e-signature and contract lifecycle management (CLM).

What you'll do

We are looking for a strategic, proactive, organized, conscientious, flexible, and people-driven Executive Assistant, to support our India Site Leader and VP of Product Development, and broader organization. You will assume a wide range of internal, day-to-day responsibilities as well as external customer and partner facing tasks, all of which will require coordination, prioritization, confidentiality, and a high EQ. Using your exceptional strategic and critical thinking skills, as well as your focused multitasking capabilities, you will effectively and independently help to manage the executive's time, while proactively future-planning, in order to make the team as efficient as possible and ensure smooth day-to-day business operations for the broader organization.

This position is an individual contributor role reporting to India Site Leader and VP of Product Development.

Responsibility

- Perform administrative tasks including but not limited to: calendar management; preparing meeting materials, presentations and other collateral
- Arrange international and domestic travel and more
- Attend and participate in staff meetings, and other business meetings, as needed, to build an understanding of the Sign function, the DocuSign Agreement Cloud and the Business in general, in order to more effectively and proactively manage priorities
- Take on, plan for, and implement small-to-medium-sized projects including but not limited to: owning staff meeting agendas, content and follow-up items
- Liaise with program management and talent acquisition to track and execute against hiring plans; space and business planning
- Interface with the field and customer support teams to effectively triage and delegate incoming product and customer issues to ensure effective and timely resolution
- Arrange and coordinate medium-to-large onsite/offsite/virtual meetings, liaising with other departments as needed for event execution support, while helping to drive agenda, content, speakers, and follow-up items
- Arrange and coordinate logistics for customer meetings, conferences, and other events as necessary including both internal and external participants
- Conduct new vendor and purchasing requests, as needed, following through to ensure prompt processing, approvals, and payments
- Build and maintain cross-functional and cross-company relationships and leverage such relationships to execute all tasks efficiently and with the best interest of the department, company, and customers in mind
- Act as back-up to other Executive and Administrative Assistants in the Product Development organization as needed
- Perform other administrative related functions, delegated, or assigned
- Support additional site-related HR operations until the entity is set up: including onboarding/offboarding processes, Coordinate and facilitate employee programs. Assist with recruitment processes, such as job posting, candidate screening, and interview coordination. Ensure compliance with employment laws and regulations
- Oversee day-to-day office operations, including facilities management, supplies inventory, and vendor management
- Coordinate office maintenance and repairs, liaising with building management as necessary
- Maintain office policies and procedures, ensuring a safe and efficient work environment
- Plan and coordinate office events, team-building activities, and employee recognition initiatives
- Handle office budgets and expenses

Job Designation

Hybrid: Employee divides their time between in-office and remote work. Access to an office location is required. (Frequency: Minimum 2 days per week; may vary by team but will be weekly in-office expectation)

Positions at Docusign are assigned a job designation of either In Office, Hybrid or Remote and are specific to the role/job. Preferred job designations are not guaranteed when changing positions within Docusign. Docusign reserves the right to change a position's job designation depending on business needs and as permitted by local law.

What you bring

Basic

- 3+ years of administrative assistant work supporting VP-level executives or higher
- Bachelor's degree or equivalent experience

Preferred

- 5+ years of experience assisting multiple executives in a Technology or R&D department
- Proven experience as an Executive Assistant, HR Coordinator, or similar role, preferably in a fast-paced environment
- Excellent organizational and time management skills, with the ability to prioritize tasks effectively
- Thrive in an unstructured environment with minimal direction
- Able to handle multiple executives with different working styles
- Experience working at a rapidly growing company
- Experience and demonstrated success managing multiple priorities while working in remote environments and/or with remote executives
- Strong computer and software skills (Google apps, Zoom, Concur, Microsoft Outlook, Word, Excel, and PowerPoint)
- Excellent organization, attention to detail and able to context switch between tasks and topics
- High level of integrity
- Excellent interpersonal skills
- Passion, adaptability, and ability to navigate ambiguity and take action accordingly

Life at Docusign

Working here

Docusign is committed to building trust and making the world more agreeable for our employees, customers and the communities in which we live and work. You can count on us to listen, be honest, and try our best to do what's right, every day. At Docusign, everything is equal.

We each have a responsibility to ensure every team member has an equal opportunity to succeed, to be heard, to exchange ideas openly, to build lasting relationships, and to do the work of their life. Best of all, you will be able to feel deep pride in the work you do, because your contribution helps us make the world better than we found it. And for that, you'll be loved by us, our customers, and the world in which we live.

Accommodation

Docusign is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need such an accommodation, or a religious accommodation, during the application process, please contact us at [Confidential Information].

If you experience any issues, concerns, or technical difficulties during the application process please get in touch with our Talent organization at [HIDDEN TEXT] for assistance.

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