Job Description
Arc XP (arcxp.com) is the content platform built to power sophisticated storytelling and content distribution at brands with big stories to tell. Our integrated ecosystem of purpose-built tools delivers increased content velocity, best-in-class site experiences, and a modern software-as-a-service platform that empowers customers to prioritize innovation and growth at any scale. Originally developed for The Washington Post, today Arc XP is trusted by media and enterprise brands across the globe — powering thousands of websites in more than 25 countries.
A business unit within the Washington Post, we continue to establish ourselves and scale our operations and are seeking a proactive and organized Executive Assistant to join our team.The Executive Assistant will play a crucial role in supporting our leadership team, managing daily administrative functions, and ensuring smooth operations across all departments within Arc XP. This position requires excellent organizational skills, attention to detail, and the ability to handle multiple tasks efficiently.
Responsibilities:
Administrative Support:
- Manage and maintain executives’ schedules, appointments, and travel arrangements.
- Handle correspondence, including emails and phone calls, on behalf of the leadership team.
- Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
- Assisting department leaders to schedule events and meetings that include the ELT or wide participants from across company.
Operational Assistance:
- Support the implementation and maintenance of operational processes.
- Tracking action items for ELT meetings.
- Scheduling and facilitating company meetings, checkpoints, and internal QBRs.
- Help organize and streamline office operations and procedures.
- Assist with project coordination and tracking to ensure alignment with business goals.
- Assist in the preparation of performance reports and presentations for company meetings and reviews.
- Assist with the onboarding process for new employees, including coordinating initial meetings, setting up equipment, and providing orientation materials.
Communication and Coordination:
- Act as a liaison between executives and internal/external stakeholders.
- Facilitate internal communications, ensuring important messages and updates are distributed across the company promptly.
- Support cross-functional collaboration by organizing meetings and fostering communication among teams.
- Supporting ELT and department LTs with consolidating and sharing KPIs.
- Assisting with travel planning and coordination for internal company events, in collaboration with the Marketing/Events team.
Documentation and Reporting:
- Maintain accurate records and documentation for reference and compliance purposes.
- Assist in compiling data and generating reports as needed.
- Ensure that all necessary documentation is up-to-date and accessible.
Miscellaneous Tasks:
- Handle confidential and sensitive information with discretion.
- Perform other administrative duties as required to support the smooth operation of the company.
- Continuously seek opportunities to improve administrative processes and efficiency.
- Handle special projects and tasks as assigned by the ELT to support various initiatives and goals.
Qualifications:
- Bachelor’s degree in business administration or related field preferred.
- 5+ years of experience in an administrative or executive assistant role, preferably in a tech or SaaS environment.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
- Ability to work independently and as part of a team.
- High level of professionalism and attention to detail.
- Strong problem-solving skills and the ability to handle multiple tasks simultaneously.
Arc XP’s mission is best served by a diverse, multi-generational workforce with varied life experiences and perspectives. All cultures and backgrounds are welcomed.
