Executive Assistant

About the Role

Talkdesk is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to key teams, including Product & Engineering and Customer Experience. This role is crucial for maintaining smooth office operations in our Bellevue location and fostering a positive company culture. The ideal candidate will be a detail-oriented professional with a proven track record in executive support and office management within fast-paced environments.

Responsibilities

• Offer administrative and operational assistance to Product & Engineering and Customer Experience departments.
• Manage intricate calendars and schedule meetings involving various cross-functional teams.
• Compose and refine professional correspondence, reports, and leadership materials.
• Prepare meeting agendas, briefing documents, conduct necessary research, compile supporting information, and track action items to completion.
• Arrange domestic and international travel logistics, including necessary documentation.
• Process, reconcile, and track expense reports accurately and discreetly.
• Maintain organized records and documentation for significant initiatives.
• Handle sensitive and confidential information with the utmost professionalism.
• Oversee the daily operations of the Bellevue office, ensuring a productive and culturally aligned work environment.
• Act as the primary point of contact for visitors, candidates, partners, and clients.
• Manage mail, shipments, and delivery logistics.
• Supervise vendor relationships for facilities, cleaning, catering, kitchen supplies, and security.
• Liaise with building management and attend relevant facilities or safety meetings.
• Ensure conference rooms, common areas, and shared spaces are well-maintained.
• Manage office inventory and supply budgets as required.
• Collaborate with People Operations on onboarding logistics and workspace setup.
• Facilitate basic IT-related logistics in coordination with the IT department.
• Support the planning and execution of office culture initiatives and team events.
• Coordinate offsites, leadership meetings, and in-office gatherings.
• Contribute to a welcoming, service-oriented atmosphere for employees and guests.
• Serve as a reliable operational partner to Product, Engineering, CX, and Marketing teams.

Requirements

• A minimum of 8 years of experience in an executive assistant, office management, or operations role, preferably in a dynamic setting.
• Prior experience supporting technical or cross-functional teams is advantageous.
• Demonstrated proficiency in drafting and editing professional written communications.
• Exceptional organizational capabilities and a keen eye for detail.
• Proven experience in managing vendors and overseeing workplace operations.
• Tech-savvy with strong command of Google Workspace and common task management tools like Asana, Zoom, and Slack.
• High level of discretion and experience handling confidential information.
• Excellent verbal and written communication skills.
• Strong problem-solving abilities and the capacity for independent prioritization.
• Must be able to work full-time from the Bellevue, Washington office.
• Flexibility to adapt to changing priorities and work a flexible schedule with composure.

Perks

• Competitive base salary ranging from $100,000 to $134,000.
• Eligibility for long-term incentives (equity) and short-term incentives (bonus or commission) based on role and level.
• Comprehensive health insurance package including Medical, Dental, Vision, Life, and Disability Insurance, plus an Employee Assistance Program (EAP).
• 401(k) retirement savings plan.
• Generous Paid Time Off (PTO) program: Uncapped PTO for exempt employees and an accrual-based system for non-exempt employees, subject to manager approval and business needs.
• 14 paid holidays annually.
• Paid sick leave, with uncapped options for exempt employees and accrual-based standards for non-exempt employees, subject to approval.

Eligibility

This role is open to individuals with at least 8 years of relevant experience. Candidates should possess strong administrative, organizational, and communication skills, with a preference for those who have supported technical or cross-functional teams. The ability to work full-time in the Bellevue, WA office and handle confidential information with discretion is essential.

Education Required

Not specified, but relevant experience is prioritized.