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:

• The unique opportunity to work with industry-leading process mining technology
• Investment in your personal growth and skill development (clear career paths, internal mobility opportunities, L&D platform, mentorships, and more)
• Great compensation and benefits packages (equity (restricted stock units), life insurance, time off, generous leave for new parents from day one, and more). For intern and working student benefits, click here.
• Physical and mental well-being support (subsidized gym membership, access to counseling, virtual events on well-being topics, and more)
• A global and growing team of Celonauts from diverse backgrounds to learn from and work with
• An open-minded culture with innovative, autonomous teams
• Business Resource Groups to help you feel connected, valued and seen (Black@Celonis, Women@Celonis, Parents@Celonis, Pride@Celonis, Resilience@Celonis, and more)
• A clear set of company values that guide everything we do: Live for Customer Value, The Best Team Wins, We Own It, and Earth Is Our Future

About Us:

Celonis helps some of the world’s largest and most esteemed brands make processes work for people, companies and the planet. With over 5,000 enterprise customer deployments across nearly every industry, the Celonis Process Intelligence Platform uses process mining and AI to give you a living digital twin of your business operation. It’s system-agnostic and without bias, and empowers companies to reduce waste, create value and benefit people across the top, bottom, and green lines. Since 2011, the Celonis platform has enabled its customers to identify more than $18 billion in value. 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.

Data Privacy, Equal Opportunity, and Accessibility Information

Celonis is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment and equal opportunity in all aspects of employment. We will not tolerate any unlawful discrimination or harassment of any kind. We make all employment decisions without regard to race/ethnicity, color, sex, pregnancy, age, sexual orientation, gender identity or expression, transgender status, national origin, citizenship status, religion, physical or mental disability, veteran status, or any other factor protected by applicable anti-discrimination laws. As a US federal contractor, we are committed to the principles of affirmative action in accordance with applicable laws and regulations. Different makes us better. 

Any information you submit to Celonis as part of your application will be processed in accordance with Celonis’  Statements on Data Privacy, Equal Opportunity and Accessibility.

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