Executive Assistant to the CEO

San Francisco, CA

 

What is PIX?

PIX System is a growing San Francisco company providing industry-leading secure collaboration products serving the entertainment industry, including major film studios, production companies, and creative talent. We are also a team of talented, cooperative individuals who enjoy our work and the people we work with.

 

What Will You Do?

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working partnership. This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO. The EA serves as a liaison to the board of directors and leadership teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will have excellent project management skills, with the ability to work independently on projects, from conception to completion. The candidate must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

 

Responsibilities

  • Executive Support

    • Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that are sometimes confidential; arranging detailed travel plans, itineraries, and agendas; coordinating various meetings and events

    • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role for direct access to the CEO's time and office.

    • Communicates on behalf of the CEO with Board members, employees, and others on matters related to CEO's programmatic initiatives.

    • Researches, prioritizes, and follows up on incoming communications, issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

    • Provides a bridge for smooth communication between the CEO’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.

    • Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.

    • Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.

    • Builds relationships crucial to the success of the organization, and manages a variety of special projects for the CEO.

    • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting various documents and correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.

    • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

  • Board Support and Liaison

    • Serves as the CEO’s administrative liaison to the PIX board of directors

    • Coordinates all quarterly board meetings, including compilation and timely electronic distribution of board packets; taking minutes of board meetings, ensuring their accuracy and vetting by CEO and board Secretary for inclusion in subsequent meetings.

    • Maintains discretion and confidentiality in relationships with all board members

  • Leadership Team Liaison

    • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

    • Works closely with senior leaders to ensure alignment of major projects with CEO vision

    • Captures all action items, creating an efficient system of accountability and follow-through to ensure items reach completion

    • Assists in coordinating the agenda of senior management team meetings and off-sites, and All Hands meetings

  • Communications, Partnerships, and Outreach

    • Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general

    • Edits and completes first drafts for written communications to external partners

    • Translates complex discussions into draft working documents, initiating and following up on document editing and completion.

 

Qualifications

Minimum qualifications:

  • Bachelor's degree required

  • 10+ years of experience supporting C-Level Executives, preferably in a fast-paced technology organization

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

  • Very strong interpersonal skills and the ability to build relationships with multiple constituencies, including employees, board members and external partners

  • Expert level written and verbal communication skills

  • Demonstrated proactive approaches to problem-solving with strong decision-making capability

  • Emotional maturity and high tolerance for ambiguity

  • Highly resourceful team player, with the ability to also be extremely effective independently

  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Preferred qualifications:

  • Experience and/or interest in technology and development

  • Experience and/or interest in internal and external communications, partnership development, and business and product development

  • Proficient in Mac platforms, Google Apps (Gmail, Calendar, Drive, Docs, Sheets, Slides), Jira/Confluence, Adobe Acrobat.

 

Benefits

  • Competitive salary and bonus program

  • Generous vacation and holiday plan

  • Very competitive medical benefits

  • Employee equity and 401(k) plans

  • Downtown SF - close to BART, Muni, Caltrain

  • Commuter Benefit Plan

  • Film screenings

  • Lively team environment

  • and more...

 

Application Instructions

Submit your resume and cover letter to careers@pixsystem.com with PIX Executive Assistant to the CEO in the subject line.


NOTE: There is no relocation assistance or agency fee budget available for this position.
Candidates from third party firms will NOT be considered for this opening. Candidates requiring
sponsorship will not be considered at this time. Resumes received from a third party will be
considered as no fee referrals. Our company is committed to Equal Employment Opportunity
and the SF Fair Chance Ordinance.