Key Facts

Remote From:

Full time

English

Hard Skills

Event Scheduling Automation Anywhere (RPA Software) Gift Accounting ISO/IEC 27000 Series Project Management Cost Accounting Stakeholder Communications Employee Onboarding Google Meet Google Workspace Value Process Management Private Investment In Public Equity SAP Implementation Organizational Structure

Other Skills

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Accountability
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Communication
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Time Management
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Teamwork
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Detail Oriented
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Empathy

Roles & Responsibilities

Proven experience supporting C-level executives, preferably in a Private Equity-backed environment
Experience orchestrating global schedules across multiple time zones
Google Workspace fluency and experience with Asana or similar project management tool
Experience using AI tools to automate and accelerate workflows

Requirements:

End-to-end management of Board, ELT and LT meetings, including logistics, stakeholder deliverables, and follow-up activities to increase senior leadership throughput
Lead planning and execution of company-wide events (Global Get-together, SKOs, All Hands, remote socials) to ensure a seamless experience for a distributed team
Proactive CEO calendar management and external communications, acting as a professional point of contact for Private Equity investors and key partners with speed and discretion, plus complex travel arrangements
Executive operations and process ownership, including administrative ownership of the Value Creation Plan (VCP), ELT and Board Packs, turning emails and action requests into actionable tasks in Asana and ensuring materials are delivered on time

Avantra

About Avantra

Avantra helps businesses achieve commercial success and competitive advantage by saving time and resources, reducing issues, and supporting growth. Our customers save at least 30% in SAP operations costs, giving them the edge in a market where resources are tight. Today, some of the world’s largest organizations use Avantra to transform from reactive to proactive. This results in significant time and cost benefits across their business by avoiding human error, assuring quality, and delivering a single source of truth. The unmatched intelligence of Avantra gives you freedom from system downtime, real SAP context for your whole technology stack, and time for higher value projects. Customers rely on the Avantra platform to bring intelligent automation to their SAP operations, creating time to build a future path to hyperautomation success.

Founded: 2018

Company size: 51 - 200

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Job description

Executive Assistant
Job description

At Avantra, we move fast, and we need an Executive Assistant who moves faster. Joining our Global Operations function, you will be the strategic engine behind our CEO and Leadership team, a high-impact 'completer-finisher' who connects the dots across our international footprint.

This isn't just managing calendars; it’s about mastering the rhythm of a global tech Company. If you’re a proactive gatekeeper who leverages AI to turn complexity into clarity for our People, Investors and Partners then we’d love to talk to you.

Reporting To: Operations Manager

Key Responsibilities

Event Orchestration & Execution

End-to-end management of Board, Executive Leadership Team(ELT), and Leadership Team (LT) meetings. You will own the logistics, manage stakeholder deliverables and follow-on activities to increase senior leadership’s throughput.
Lead the planning and execution of company-wide events, including Global Get-together (GGT), Sales Kick-Offs (SKO), All Hands and remote socials ensuring a seamless experience for our distributed team.

Strategic Calendar Management

Proactively gatekeep and manage the CEO’s schedule to ensure their time and energy is spent on high-value activities and strategic priorities
Act as a professional point of contact for Private Equity investors and key partners, managing communications and scheduling with speed and discretion.
Assist the CEO with complex travel arrangements. You will ensure they are in the right place at the right time through thoughtful, end-to-end itinerary planning

Executive Operations

Administrative ownership of the Value Creation Plan (VCP), ELT, and Board Packs. You will drive accountability across the team to ensure all pre-meeting materials are delivered and distributed on time.
Translate CEO and Leadership email and action requests into actionable tasks within Asana, closing the loop on follow-through and maintaining accountability.
Manage essential business administration, including expense reconciliation and thoughtful ad-hoc gifting.
Provide adhoc support to the Operations incorporating ISO27001 courses, shared call handling and onboarding logistics.

Skills and Qualifications:

Proven experience supporting C-level executives, preferably in a Private Equity-backed environment.
Experience orchestrating global schedules across multiple time zones
Google Workspace fluency and experience with Asana or similar project management tool
Embracer of AI tools to automate and accelerate
Seamless management of Google Meet for high-stakes virtual events.

Personal Attributes:

High Discretion: Proven ability to handle highly sensitive information with absolute integrity
Proactive "Gatekeeper": The confidence to empathetically push back on scheduling requests that do not align with strategic priorities
Detail Obsession: The ability to catch an incorrect date on a document or the tight connection in a flight itinerary before it becomes a problem
AI first, solution mindset: The ability to proactively anticipate needs and work-arounds in a fast paced environment

About Avantra

Avantra is a high growth tech company with 25 years of Swiss precision engineering coupled with the energy of a start-up. Our product is the leading AIOps platform for SAP operations, enabling customers to achieve hyperautomation success. Our customers are large multinational enterprises and household names, including national and global managed service providers. We have teams based across Switzerland, Germany, UK, US and Eastern Europe.

Our culture is something we are incredibly proud of and strive to protect. We live our values of Be Caring, Embrace Challenge and Stay Curious every day through company mindfulness sessions, wellbeing days and retaining a family feel. If this sounds like a good fit for you, why not say hello?

Location

This role is a remote position based on the East Coast of the US. You will be expected to work early hours due to supporting our global business including Central Europe.
Regular travel required for company / team get-togethers.

Benefits

This exciting role offers the opportunity to be involved in a high growth software company and will present significant opportunities for personal growth: