Executive Assistant & Site Program Manager

We're Celonis, the global leader in Process Mining technology and one of the world's fastest-growing SaaS firms. We believe there is a massive opportunity to unlock productivity by placing data and intelligence at the core of business processes - and for that, we need you to join us.

The Team:

Celonis USA is the fastest-growing division of one of the world's leading SaaS companies with a $13B valuation. Our Los Angeles office is a vibrant hub where innovation meets collaboration. As an Executive Assistant and Site Program Manager, you'll join a dynamic team dedicated to supporting our leaders and ensuring seamless operations. We value proactive individuals who are eager to grow and make a significant impact within our organization.

The Role:

We are seeking a highly organized and proactive Executive Assistant to support three directors across two sites overseeing a combined team of over 100 reports. In this role, you will manage complex calendars, coordinate travel arrangements, and oversee various administrative functions to ensure the smooth operation of our Los Angeles teams and site. Your goal will be to become a trusted business partner to the directors, helping to identify and address potential blind spots related to people or projects. 

The work you’ll do:

• Administration: Perform an extensive array of core administrative tasks: 
  • Effectively manage and maintain complex calendars for Engineering Leadership, prioritizing and executing a high volume of requests. 
  • Manage team budget, travel and expenses; process all expenses and reimbursements; manage invoices and Purchase Orders. 
  • Create, organize and maintain team mailing lists, folders and drives.
• Site Management: Oversee activities at the Site, including day-to-day activities, large and small-scale events,  and longer term strategic initiatives. Serve as the primary point of contact for Site-related inquiries, issues, and updates. Communicate effectively with internal stakeholders and external partners as needed.
• Cross-Functional Collaboration: Foster and role-model collaboration across various internal teams and departments, such as workplace, finance and HR to support the Site’s needs and initiatives.
• Operations: Build efficiency and effective responsiveness into existing operations, and help define new operational strategies, such as streamlining new hire onboarding or establishing a review process. 
• Employee Morale and Engagement: Regularly gauge morale by actively engaging with employees at all levels to understand their concerns and needs. Use these insights to develop and execute strategies for improving employee satisfaction, such as team-building events, recognition programs, and other morale-boosting activities jointly with the local leadership team. 

The qualifications you need:

• 3+ years of relevant work experience-- direct executive support, workplace coordination, program/ project management. 
• Bachelor's degree
• Proven ability to manage time efficiently and prioritize multiple stakeholders, functions and tasks in an extremely fast-paced environment with a large volume of requests. 
• Flexibility to adapt to changing priorities and work in a fast-paced, dynamic environment.
• Experience identifying gaps and then initiating, implementing systems, processes, or programs that address them. 
• Extreme attention to detail, organized and responsive. 
• Very strong interpersonal skills. 
• Very strong verbal and written communication skills. 
• Experience working with all levels of management, employees, vendors and customers. 
• Proactivity and demonstrated leadership skills and the ability to influence and motivate teams towards common goals.
• Strong commitment to quality, excellence, and continuous improvement in Site operations and customer service.

Visa sponsorship is not offered for this role.

What Celonis Can Offer You:

• Pioneer Innovation: Work with the leading, award-winning process mining technology, shaping the future of business.
• Accelerate Your Growth: Benefit from clear career paths, internal mobility, a dedicated learning program, and mentorship opportunities.
• Receive Exceptional Benefits: Including generous PTO, hybrid working options, company equity (RSUs), comprehensive benefits, extensive parental leave, dedicated volunteer days, and much more.
• Prioritize Your Well-being: Access to resources such as gym subsidies, counseling, and well-being programs.
• Connect and Belong: Find community and support through dedicated inclusion and belonging programs.
• Make Meaningful Impact: Be part of a company driven by strong values that guide everything we do: Live for Customer Value, The Best Team Wins, We Own It, and Earth Is Our Future.
• Collaborate Globally: Join a dynamic, international team of talented individuals.
• Empowered Environment: Contribute your ideas in an open culture with autonomous teams.

About Us:

Celonis makes processes work for people, companies and the planet. The Celonis Process Intelligence Platform uses industry-leading process mining and AI technology and augments it with business context to give customers a living digital twin of their business operation. It’s system-agnostic and without bias, and provides everyone with a common language for understanding and improving businesses. Celonis enables its customers to continuously realize significant value across the top, bottom, and green line. Celonis is headquartered in Munich, Germany, and New York City, USA, with more than 20 offices worldwide.

Get familiar with the Celonis Process Intelligence Platform by watching this video.

Celonis Inclusion Statement:

At Celonis, we believe our people make us who we are and that “The Best Team Wins”. We know that the best teams are made up of people who bring different perspectives to the table. And when everyone feels included, able to speak up and knows their voice is heard - that's when creativity and innovation happen.

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