Administrative Assistant

Docusign brings agreements to life. Over 1.5 million customers and more than a billion people in over 180 countries use Docusign solutions to accelerate the process of doing business and simplify people's lives. With intelligent agreement management, Docusign unleashes business-critical data that is trapped inside of documents. Until now, these were disconnected from business systems of record, costing businesses time, money, and opportunity. Using Docusign's Intelligent Agreement Management platform, companies can create, commit, and manage agreements with solutions created by the #1 company in e-signature and contract lifecycle management (CLM).

We are looking for a dynamic and hardworking Administrative Assistant to join our People Team. This role supports the VP, Talent Acquisition and Sr Director, HRBP EMEA within the team. You will also provide designated back-up support to the other admins on an ad-hoc basis.

As an Administrative Assistant, you will play a pivotal role, not only in keeping the organization running smoothly and efficiently, but inspiring morale and team building. Our ideal candidate is highly organized, proactive, and collaborative with a can-do attitude. Using your exceptional communication skills and multitasking abilities, you'll effectively help optimize your executives' time and create value for the organization.

This position is an individual contributor reporting to the Lead Executive Assistant.

Responsibility

• Manage and optimize the executive's complex calendar across multiple time zones, proactively scheduling key meetings, allocating focus time, and anticipating potential conflicts

• Prepare and process departmental paperwork, including non-routine correspondence, presentations, contracts, and detailed reports, review and edit for grammar, style and formatting

• Manage complex international travel arrangements, anticipating needs and optimizing itineraries, and ensure timely and accurate expense report submission

• Manage and track the departmental Tamp;E budget, proactively identifying potential budget variances and providing insights to the executive

• Coordinate all logistics for meetings (on-site and virtual), including agenda preparation, material distribution, and follow-up on action items

• Manage and maintain key communication channels, ensuring timely and efficient flow of information within the team and with external customers

• Support the onboarding of new members of the team

• Provide both routine and non-routine administrative support to management and/or department, handling high volume of competing administrative task requests that require professional discernment on appropriate urgency/prioritization to complete including conference registrations, managing technical- and facilities-related issues, ordering office supplies, and other tasks as needed

• Have a "self-starter" mentality that takes initiative to continuously improve processes for ongoing effectiveness of the department and company as a whole

• Handle details of confidential and critical nature

• Track programs such as recognition, awards, celebrations, etc.

• Partner with the other EAs across the People Team, providing backup support as needed

• Support the executive in managing small projects related to TA or HRBP initiatives, including tracking progress and ensuring deadlines are met

• Act as a trusted gatekeeper, screening inquiries and requests to optimize the executive's time and ensuring confidential information is handled with discretion

• Support the preparation of presentation materials for candidate debriefs and leadership updates

• Find opportunities to streamline administrative processes, implement best practices, and enhance efficiency within the Talent Acquisition function

Hybrid: Employee divides their time between in-office and remote work. Access to an office location is required. (Frequency: Minimum 2 days per week; may vary by team but will be weekly in-office expectation)

Positions at Docusign are assigned a job designation of either In Office, Hybrid or Remote and are specific to the role/job. Preferred job designations are not guaranteed when changing positions within Docusign. Docusign reserves the right to change a position's job designation depending on business needs and as permitted by local law.

Basic

• 2+ years of experience in an administrative support role
• Experience supporting 100+ employee organizations
• Understanding of purchase order, financials, and headcount
• Understanding of project or program management activities
• Experience with Google Suite

Preferred

• Bachelor's degree or equivalent experience
• Experience working at medium to large companies
• Strong communication skills, verbal and written
• Highly organize, meticulous

Working here

Docusign is committed to building trust and making the world more agreeable for our employees, customers and the communities in which we live and work. You can count on us to listen, be honest, and try our best to do what's right, every day. At Docusign, everything is equal.

We each have a responsibility to ensure every team member has an equal opportunity to succeed, to be heard, to exchange ideas openly, to build lasting relationships, and to do the work of their life. Best of all, you will be able to feel deep pride in the work you do, because your contribution helps us make the world better than we found it. And for that, you'll be loved by us, our customers, and the world in which we live.

Accommodation

Docusign is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need such an accommodation, or a religious accommodation, during the application process, please contact us at accommodations@docusign.com.

If you experience any issues, concerns, or technical difficulties during the application process please get in touch with our Talent organization at taops@docusign.com for assistance.

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