Administrative Assistant - Remote (United States)

XPRIZE Overview

XPRIZE is an established global leader in designing and executing large-scale competitions to solve humanity’s greatest challenges. As a 501(c)3, our unique model democratizes innovation by incentivizing crowd-sourced, scientifically viable solutions to create a more equitable and abundant future for all. Since our founding in 1994, we’ve launched $519 million in prize competitions that are driving more than $31 billion in social and economic impact — a 60x return on philanthropic investment. These competitions not only de-risk early-stage breakthrough ideas but also mobilize capital, talent, and momentum to accelerate solutions from concept to real-world scale.

We operate across 5 areas of impact, including:

• Deep Tech + Exploration
• Energy + Climate + Nature
• Food + Water + Waste
• Health
• Learning + Society

Join XPRIZE to help create meaningful impact as we strive to empower humanity to achieve breakthroughs and architect a more equitable and abundant future for all.

Primary Responsibilities Reporting to the Chief of Staff, the Administrative Assistant will provide high-level, hands-on administration and will support high-ranking members of the Foundation, including, the Chief Financial Officer, Executive Vice President of the Health domain, Chief People Officer, and Chief Technology Officer. The Administrative Assistant will work across time zones as needed to provide professional support to assigned Executives, regardless of location.

Support will include:

• Calendar

• Work with each Executive to determine calendaring support needs.
• Coordinate with Executive team members to align calendars and organize meetings.
• Using discretion, communicate internally and externally regarding scheduling availability as needed with Executive and work teams.
• Manage a heavy calendar, including scheduling and coordinating calls and meetings. Handle email responses with both internal and external stakeholders.

• Understand meeting objectives and prioritize frequently changing business needs and key stakeholder demands.

• Meeting Logistics

• Ensure Executive team members have all necessary and pertinent meeting participant details. Provide updates to any changes in meeting participation prior to start time and determine with Executive team members if that changes the scope of meeting or requires rescheduling.
• Work with the Executive team to determine which meetings the EA will attend. Take meeting notes, capture deliverables, and report back to the supported Executives.

• Update the Foundation Collaboration Calendar to track any out-of-office occurrences (vacations, travel, etc.) for the office of these Executive team members.

• Travel Arrangements

• Coordinate frequent domestic and international travel to include airfare, hotel, and ground transportation while ensuring all plans fall within the Foundation’s Travel and Entertainment policy.

• General Support

• Ordering meals as necessary.
• Work with supported teams and other EA/AAs in support of the Foundation.
• Prepare Google Slides/ PowerPoint presentations as needed.
• Prepare correspondence including memos, emails, and other communiques for a varied audience.
• Special Projects as assigned.

Qualifications

• 3-5 years of experience supporting multiple C-level Executives.
• 1+ years experience using Google Suite of tools.
• 2+ years experience using MS Office Suite.
• Minimum 1 year experience supporting Executives in different time zones and locations.
• Exceptional organizational abilities and high level of attention to detail.
• Experience working with modern remote-office technologies (Zoom, Slack, Asana, etc.).
• Exceptional time management skills, with the ability to consistently prioritize tasks and manage deadlines with minimal supervision.
• Proven listening, writing and communication skills across various platforms (memos, emails, letters, instant messaging apps).
• Maintain absolute confidentiality internally and externally.
• Demonstrated maturity and emotional intelligence to handle, direct and/or resolve sensitive matters.
• Anticipate needs and quickly adapt to changes as they arise, overcoming roadblocks before they become problems.
• Ability to multitask, work with conflicting deadlines, manage a heavy calendar, and make adjustments on the spot.
• Independent self-starter who takes a proactive approach to solve problems.
• Personable, professional and calm demeanor; displays gr…