POSITION OVERVIEW:

Fortera, a fast-paced, mission-driven pre-IPO start-up, is seeking a highly skilled and proactive Assistant Assistant to provide comprehensive, high-level support to senior and executive leaders. This role requires an independent, results-driven professional who thrives in an entrepreneurial environment and maintains the utmost integrity and confidentiality.

RESPONSIBILITIES:

The Administrative Assistant is responsible for anticipating the needs of executives, managing complex administrative processes, and ensuring smooth operations for the leadership team. Core duties include:

• Executive Support & Gatekeeping: Serve as the point of contact and liaison, skillfully interacting with senior management, customers, vendors, and visitors. Flawlessly handle confidential and critical details and distribute action requests in the executive's absence.
• Calendar & Travel Management: Plan, organize, and manage multiple executive calendars, resolve overlapping commitments and protecting time for priorities. Coordinate all domestic and international travel arrangements.
• Meeting & Event Coordination: Coordinate and facilitate internal and external meetings (including logistics, note-taking, and content preparation). Help schedule and manage logistics for special events, corporate events, all-hands meetings, and off-sites, including catering when necessary.
• Financial & Budget Support: Initiate, process, and track budgets, manage and reconcile expense reports within time constraints.
• Special Projects & Operational Support: Proactively anticipate business needs, formulate solutions, and manage special projects as needed. Maintain an in-depth understanding of organizational structure, policies, and procedures. May train and coach new administrative staff.

MINIMUM QUALIFICATIONS:

• Experience: 3+ years of high-level, complex executive administration work experience, preferably in a start-up environment.
• Education: Associate degree or equivalent combination of education and experience.
• Technical Proficiency: Expert proficiency with G-Suite (including Excel and PowerPoint) or advanced knowledge of MS Office (Outlook, Word, PowerPoint, Excel) and cloud-based applications (Egnite).
• Core Competencies:
  • Exceptional Judgment, Discretion, and Integrity: Proven ability to handle highly confidential and sensitive information with maturity and professionalism.
  • Organizational & Time Management: Meticulous attention to detail, highly organized, and dedicated, with the ability to successfully handle changing priorities and perform multiple tasks independently.
  • Interpersonal & Communication: Polished, professional, poised under pressure, with strong written/verbal communication skills and a positive, "can-do" attitude.
  • Proactivity & Problem Solving: Demonstrated ability to be proactive, take initiative, anticipate needs, and adapt quickly to changes, thriving in a fast-paced, demanding environment.
  • Collaboration: Excellent team player, able to work effectively with individuals at all levels of the organization and partner with HR, Finance, and Legal teams.
  • Flexible/Adaptable: Able to adjust to new tasks, shifting priorities, or working through different team dynamics. Able to handle last-minute changes while under pressure.
  • 24/7 availability: When executives are traveling, you may need to be available even if their time zones are different.  
  • Location and Travel: Must be able to work in our San Jose office Monday-Friday. Travel might be required (15%) of the time. 

COMPENSATION:

The hourly range for this job is $30.00 - $38.00, commensurate with experience and pre-IPO incentive stock options.

PERKS AND BENEFITS:

We know that happy employees are productive employees, which is why we offer a comprehensive benefits package that includes:

• 100% company-funded Medical, Dental, Vision, Life & Disability coverages for employees
• Health Savings Account and Flexible Spending Account options
• Tax deferred & Roth 401k
• Paid vacation days (increased with tenure) and 12 paid holidays.