Administrative Assistant - Remote (United States)
About the role
XPRIZE Overview
XPRIZE is an established global leader in designing and executing large-scale competitions to solve humanity’s greatest challenges. As a 501(c)3, our unique model democratizes innovation by incentivizing crowd-sourced, scientifically viable solutions to create a more equitable and abundant future for all. Since our founding in 1994, we’ve launched $519 million in prize competitions that are driving more than $31 billion in social and economic impact — a 60x return on philanthropic investment. These competitions not only de-risk early-stage breakthrough ideas but also mobilize capital, talent, and momentum to accelerate solutions from concept to real-world scale.
We operate across 5 areas of impact,including:
- Deep Tech + Exploration
- Energy + Climate + Nature
- Food + Water + Waste
- Health
- Learning + Society
Join XPRIZE to help create meaningful impact as we strive to empower humanity to achieve breakthroughs and architect a more equitable and abundant future for all.
PRIMARY RESPONSIBILITIES
Reporting to the Chief of Staff, the Administrative Assistant will provide high-level, hands-on administration and will support high-ranking members of the Foundation, including, the Chief Financial Officer, Executive Vice President of the Health domain, Chief People Officer, and Chief Technology Officer.The Administrative Assistant will work across time zones as needed to provide professional support to assigned Executives, regardless of location.
Support will include:
- Calendar
- Work with each Executive to determine calendaring support needs.
- Coordinate with Executive team members to align calendars and organize meetings.
- Using discretion, communicate internally and externally regarding scheduling availability as needed with Executive and work teams.
- Manage a heavy calendar, including scheduling and coordinating calls and meetings. Handle email responses with both internal and external stakeholders.
- Understand meeting objectives and prioritize frequently changing business needs and key stakeholder demands.
- Meeting Logistics
- Ensure Executive team members have all necessary and pertinent meeting participant details. Provide updates to any changes in meeting participation prior to start time and determine with Executive team members if that changes the scope of meeting or requires rescheduling.
- Work with the Executive team to determine which meetings the EA will attend. Take meeting notes, capture deliverables, and report back to the supported Executives.
- Update the Foundation Collaboration Calendar to track any out-of-office occurrences (vacations, travel, etc.) for the office of these Executive team members.
- Travel Arrangements
- Coordinate frequent domestic and international travel to include airfare, hotel, and ground transportation while ensuring all plans fall within the Foundation’s Travel and Entertainment policy.
- General Support
- Ordering meals as necessary.
- Work with supported teams and other EA/AAs in support of the Foundation.
- Prepare Google Slides/ PowerPoint presentations as needed.
- Prepare correspondence including memos, emails, and other communiques for a varied audience.
- Special Projects as assigned.
QUALIFICATIONS
- 3-5 years of experience supporting multiple C-level Executives.
- 1+ years experience using Google Suite of tools.
- 2+ years experience using MS Office Suite.
- Minimum 1 year experience supporting Executives in different time zones and locations.
- Exceptional organizational abilities and high level of attention to detail.
- Experience working with modern remote-office technologies (Zoom, Slack, Asana, etc.).
- Exceptional time management skills, with the ability to consistently prioritize tasks and manage deadlines with minimal supervision.
- Proven listening, writing and communication skills across various platforms (memos, emails, letters, instant messaging apps).
- Maintain absolute confidentiality internally and externally.
- Demonstrated maturity and emotional intelligence to handle, direct and/or resolve sensitive matters.
- Anticipate needs and quickly adapt to changes as they arise, overcoming roadblocks before they become problems.
- Ability to multitask, work with conflicting deadlines, manage a heavy calendar, and make adjustments on the spot.
- Independent self-starter who takes a proactive approach to solve problems.
- Personable, professional and calm demeanor; displays grace under pressure.
- Patience, flexibility, and a good sense of humor.
- Willingness to think and act creatively.
COMPETENCIES
- Action Oriented
- Manages Ambiguity
- Collaborates
- Communicates Effectively
- Manages Complexity
- Decision Quality
- Interpersonal Savvy
- Nimble Learning
- Being Resilient
- Resourcefulness
- Situational Adaptability
- Tech Savvy
- Instills Trust
- Optimizes Work Processes
Why Work at XPRIZE:
In addition to working for a mission-driven company that catalyzes industries, pushes innovation forward, and is creating an abundant and equitable future, we offer the following benefits:
- Remote-first environment (must live and work in the United States)
- Quarterly company-paid All-Hands meetings in Los Angeles for frequent in-person collaboration
- Employee and dependent medical, dental, and vision options
- A 401(K) program with employer match
- Ample paid time off, including vacation, floating holidays, sick days, and company-paid holidays
- An Employee Assistance Program for confidential, professional support with personal, family, or other challenges
- Employee stipends/reimbursements for cell phone, internet, health & wellbeing, and learning & development
- Generous Paid Parental Leave for all employees welcoming a new child to their family
- One meeting-free block per week and four focus weeks per year to ensure uninterrupted time for strategic projects
The anticipated compensation for this position is $33.00/hour to $38.00/hour and may also qualify for an annual incentive. The actual base salary offered will depend on a variety of factors including the qualifications of the individual applicant, years of relevant experience for therole, level of education attained, and certifications and/or other licenses held. XPRIZE is a remote-first environment. All employees must be authorized to work in the United States and work from within the United States full-time.
The XPRIZE FOUNDATION is an equal opportunity employer and does not unlawfully discriminate in employment. Equal access to employment, services, and programs is available to all persons. Those applicants requiring reasonable accommodation to the application and/or interview process should notify a representative of the organization.
Please note: Though submitting a resume to the XPRIZE FOUNDATION implies that you are interested in a position(s), it does not imply that you are an applicant. You are not considered an applicant until you have been contacted directly by a Talent Acquisitions representative requesting that you begin the designated application process, which may involve phone and/or in-person interview(s), job-related testing, and background checks.
Note: if you experience any issues or errors while trying to submit your application, please try clearing your cache and cookies or applying through a different browser (for example, Safari instead of Google Chrome).
