Administrative Assistant

About Gusto

Gusto is a modern, online people platform that helps small businesses take care of their teams. On top of full-service payroll, Gusto offers health insurance, 401(k)s, expert HR, and team management tools. Today, Gusto offices in Denver, San Francisco, and New York serve more than 300,000 businesses nationwide.

Our mission is to create a world where work empowers a better life, and it starts right here at Gusto. That’s why we’re committed to building a collaborative and inclusive workplace, both physically and virtually. Learn more about our Total Rewards philosophy. 

About the Role:

The Administrative Assistant will work closely with leaders within the Engineering, Product Design, Product Management, and Data (EPDD) organization. This person will be responsible for managing multiple calendars across our leadership team, coordinating with other members of the ExecOps team, booking travel, and event support. 

This role serves as the primary partner to the senior ExecOps Partners within Gusto’s People Platform organization and helps to support the team as a whole. You will be in a key partnership and coordination position, helping to drive Gusto forward and scale. You will also be a part of the EPDD ExecOps community, and partner closely with the entire ExecOps team. This role reports to the ExecOps EPDD People Platform pod lead. 

Here’s what we're looking for:

• Calendar support: Strategically partner with Platform and App leads to maintain calendars that are purposeful and free of conflicts.
• Meeting enabler: Schedule and coordinate meetings both internally and externally as requested by the People Platform leads. 
• Travel planner: Booking and arranging flights, hotels, and transportation for the Platform and App leads. 
• Event support: Booking reservations, creating and ordering swag, and supporting onsite/offsite events. 
• Gifted communicator: Communicates clearly both verbally and in writing with the leads being supported and peers within the ExecOps team. 
• Culture carrier and community builder: Embody Gusto Values while planning team off-sites, team-building events, and connecting the dots between different parts of the Gusto organization.
• Relationship builder: You’ll be getting to know hundreds of Gusties across the organization, as well as many external individuals. Creating meaningful and memorable interactions should be natural to you, and something that is a source of excitement.

Work Background:

• 3+ years of work experience, with at least 2 years of administrative experience supporting three or more VP-Level executives or General Managers of a Division. Ideally, the previous administrative work involved working with multiple departments in an organization, heavy coordination, arranging travel, and coordinating events.
• Demonstrated ability to manage multiple, competing requests promptly. 
• Experience organizing (in-person, remote, and hybrid) team events with ~50 Gusties, such as an executive offsite.
• Demonstrated ability to organize complex travel schedules with many moving parts, including multiple briefings in one day, managing multiple stakeholders, etc.
• Experience supporting scheduling with external parties is a plus.
• Experience collaborating cross functionally and internally with fellow ExecOps partners.

Characteristics & Skill set:

• Organized and detail-oriented. Able to prioritize multiple assignments and stay calm under pressure, creating order out of chaos. The attention to detail bias must be an intrinsic mindset, and it will be connected to a strong desire to optimize and make things better. The ideal candidate will derive tremendous joy from improving something and crafting the details. You should have an allergic reaction to inefficiency.
• Structured Thinking, Structured Mindset. Must have developed a highly structured and efficient means of managing one’s own time, plus have the ability to explain this structure. The foundation should be based on intentional and deliberate prioritization.
• Intellectual curiosity to discover new ways to make things better. This should manifest as a character trait and include a compulsion to improve things, find new ways of doing things, and drive a desire for lifelong learning. When facing a complex situation, your bias should be to break it down into bite-sized components. Relentless optimization and improvement drives you to learn new things and powers your attention to detail. This requires great memory and also means that self-improvement is likely a big factor in your life (professionally and personally).
• Excellent Communication Skills. Ability to communicate the priorities of the People Platform leads to others inside the organization, whether it is by written, verbal, or group communication.
• Confidentiality. Demonstrated ability to maintain complete confidentiality on all business matters, including examples when this resulted in tension.
• Excellence with major productivity suites, especially Google Apps, as well as a demonstrated ability to pick up new tools, evaluate them, weigh the pros/cons, and optimize one’s work style. Should have clear examples of recent productivity tools that were tested out and either kept or disregarded, plus the ability to explain why.
• Natural ability to connect the dots on different ways of communicating and collaborating. The right candidate will have high EQ, read people well, and have a warmth about them when working with people they know well, and also don’t know well. They should put people at ease, especially more junior members of the organization.
• Attributes others will have said about you: constantly learning new things, high attention to detail, great memory, calm under pressure, easy to work with, deliberate & intentional with their actions, precise, level headed, calm and collected, cares about the details, crafts their work.

Our cash compensation amount for this role is between $102,000 to $120,000/yr in for San Francisco & New York. Final offer amounts are determined by multiple factors including candidate location, experience and expertise and may vary from the amounts listed above.

Gusto has physical office spaces in Denver, San Francisco, and New York City. Employees who are based in those locations will be expected to work from the office on designated days approximately 2-3 days per week (or more depending on role). The same office expectations apply to all Symmetry roles, Gusto's subsidiary, whose physical office is in Scottsdale.

Note: The San Francisco office expectations encompass both the San Francisco and San Jose metro areas. 

When approved to work from a location other than a Gusto office, a secure, reliable, and consistent internet connection is required.

Our customers come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because it's the right thing to do, but because it makes our company stronger. If you share our values and our enthusiasm for small businesses, you will find a home at Gusto. 

Gusto is proud to be an equal opportunity employer. We do not discriminate in hiring or any employment decision based on race, color, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), marital status, ancestry, physical or mental disability, genetic information, veteran status, gender identity or expression, sexual orientation, or other applicable legally protected characteristic. Gusto considers qualified applicants with criminal histories, consistent with applicable federal, state and local law. Gusto is also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. We want to see our candidates perform to the best of their ability. If you require a medical or religious accommodation at any time throughout your candidate journey, please fill out this form and a member of our team will get in touch with you.

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