Executive Assistant and Event Planner 

Job Overview

  • Date Posted
    May 29, 2024
  • Location
  • Offered Salary
    $44 / hour
  • Expiration date
    June 25, 2024

Job Description

Timescale is looking for an experienced Executive Assistant and Event Planner with a successful track record of providing administrative support to a CEO and managing company event organization. The ideal candidate will bring a proven track record of planning and executing diverse company events. We are looking for a hands-on person with experience fostering strong relationships with vendors, sponsors, and venues to ensure smooth collaboration and successful events.

This is a part-time, 10-month contract position that is remote with some travel. The current workload is 20 hours a week, but it could ramp up to 40 hours per week and convert to a full-time position. 

This is an exciting opportunity to build the next great cloud database company for the 25 million developers worldwide. Today, Timescale is an excellent database with a clear product-market fit in the time series market, and we are expanding our offerings to target additional use cases. You’ll succeed at Timescale if you are entrepreneurial, bold, scrappy, decisive, fired up in front of challenges and uncertainty, and get things done.

Responsibilities:

  • Provide high-level administrative support to the CEO, including managing schedules, arranging meetings, handling correspondence, and prioritizing tasks.
  • Act as a liaison between the executive and internal/external stakeholders, effectively managing communications and requests.
  • Plan, coordinate, and execute all internal company events, including team offsites, board meetings, and all-company gatherings.
  • Take ownership of event projects from conception to completion, ensuring seamless execution within deadlines.
  • Manage each event within budget constraints, prioritizing cost-effectiveness without compromising on quality or value.
  • Communicate event details and updates effectively to all stakeholders, including executives, employees, and external partners.
  • Oversee event promotion and communication to ensure maximum participation and engagement.
  • Handle confidential information with discretion and maintain the highest level of professionalism in all interactions.
  • Identify areas for improvement in event processes and implement enhancements to streamline workflows and increase efficiency.

Qualifications:

  • 5+ years of experience in executive assistance and event planning.
  • Proficiency in all aspects of event planning, including budgeting, venue selection, vendor negotiation, logistics coordination, and post-event evaluation.
  • Ability to effectively manage multiple projects simultaneously, prioritize tasks, set timelines, allocate resources, and ensure timely delivery of results.
  • Strong organizational skills to manage calendars, schedules, emails, and other administrative tasks efficiently. Proficiency in office software such as Google Workspace.
  • Knowledge of budgeting principles to create and manage event budgets effectively, monitor expenses, and ensure cost-control measures are in place.
  • Excellent written and verbal communication skills to convey information clearly and professionally to internal and external stakeholders. Ability to tailor communication styles based on the audience.
  • Meticulous attention to detail to ensure accuracy in all aspects of event planning, including scheduling, logistics, guest lists, and communications.
  • Strong interpersonal skills to build positive relationships with executives, colleagues, vendors, and other stakeholders. Ability to work collaboratively in a team-oriented environment.
  • Strong problem-solving abilities to anticipate potential issues, identify solutions, and resolve challenges that may arise before, during, or after events.

Timescale is a fully remote organization with team members all over the world! Due to the people, this role will be supporting, we are hiring for this role in the United States. 

Compensation: The target compensation for this role is $44/hour.