Administrative Assistant

Who are we?

Whatfix is a leading global B2B SaaS organization and the largest pure-play enterprise digital adoption platform solution provider. Utilizing GenAI technology, Whatfix enhances all stages of software deployment with application simulation, product analytics, and digital adoption, driving business outcomes such as increased revenue win rates, cost reduction, risk compliance, enhanced productivity, and improved user experience. We have seven offices in the US, India, UK, Germany, Singapore, and Australia, supporting 700+ global customers, including 80+ Fortune 500 companies. Whatfix has raised $140 million to date and is backed by marquee investors, including Softbank, PeakXV, Dragoneer, and Cisco Investments.

• With over 45% YoY sustainable annual recurring revenue (ARR) growth, Whatfix is among the “Top 50 Indian Software Companies” as per G2 Best Software Awards.
• Recognized as a “Leader” in the digital adoption platforms (DAP) category for the past 4+ years by leading analyst firms like Gartner, Forrester, IDC, and Everest Group.
• The sole vendor named as Customers’ Choice: 2024 Gartner Voice of the Customer for Digital Adoption Platform Report. We also boast a star rating of 4.6 on G2 Crowd 4.5 on Gartner Peer Insights, and a high CSAT of 99.8%
• Highest-Ranking DAP on 2023 Deloitte Technology Fast 500 North America for Third Consecutive Year
• Won the Silver for Stevie's Employer of the Year 2023
• Only DAP to be among the top 35% companies worldwide in sustainability excellence with EcoVadis Bronze Medal
  
  

The Role

We are seeking a highly organized, proactive, and positive Administrative Assistant to support our VP of Product Marketing, Global Head of Product Design & UX Research, and Global Head of Account Management.

Responsibilities

• 1-2 years + of supporting multiple Executives and or Founders, preferably over different time zones
• Calendar management - organizes all meetings, including but not limited to team meetings, customer and internal business partner meetings across international time zones (60%)
• Manage travel itineraries (20%)
• Builds and maintains records of all meeting requests and closes out all requests in a timely manner. Keeps to a strong SLA on responding to requests
• Manages offsite meetings, events, and programs of the VP and their staff
• Ensures all meeting invites have the appropriate details to have an effective meeting
• Worked with VPs managing over 1000+ people in customer-facing
• Experience supporting a high-growth company and preferably directly supporting an executive staff member
• High attention to detail, organization, and process abilities
• Strong calendaring skills (Gmail and Google Calendar experience mandatory)
• Strong teamwork skills and a confident ability to offer suggestions and improvements to process and work very collaboratively with others
• Strong relationship management skills, ability to build a personal network throughout the company
• Ability to communicate clearly and effectively with senior leaders and external partners
• Possession of exceptional organizational skills and strong attention to detail
• Superior written, verbal and oral communication skills
• Able to maintain a high degree of confidentiality in all situations
• Proficient in Apple products, Google, Slack
• Ability to organize a priority-based daily workload
• Able to meet deadlines in a fast-paced, quickly changing environment
• A proactive approach to problem-solving with strong decision-making skills
• A problem-solving mentality (no task is too big or small; you find a way)
• A goal-driven individual looking to make an impact in a growing organization
• Partner with the Global Admin team in India
• Office Duties and overseeing office policies and operations within the office (20%)
• This role reports to the Executive Assistant to the CEO, who sits in India
  
  

Perks / Benefits

• Uncapped incentives
• Equity plan
• Mac shop, work with the newest technologies
• Unlimited PTO policy
• Paid maternity leave
• Monthly cell phone stipend
• Paid UberEats lunches-daily
• Medical, Dental, and Vision coverage (Whatfix pays 80% of the premium for individuals and their families; for the HSA, Whatfix contributes $1,000 for individuals and $2,000 for a family)
• Work side by side with the Co-founder and CRO in the San Jose office
• Team and company outings
• Learning and Development benefits
  
  

At Whatfix, we value collaboration, innovation, and human connection. We believe that working together in the office five days a week fosters open communication, strengthens our community, and drives innovation, helping us achieve our goals more effectively.

To facilitate global collaboration, our US teams start and end early, while our India teams start and end late. US teams do not have any evening meetings. Relocation and Sponsorship offered.

We strive to live and breathe our Cultural Principles and encourage employees to demonstrate some of these core values - Customer First; Empathy; Transparency; Fail Fast and scale Fast; No Hierarchies for Communication; Deep Dive and innovate; Trust is the foundation; and Do it as you own it.

Whatfix is an Equal Opportunity Employer and an E-Verify participant. All activities must comply with our Equal Opportunity Laws, ADA, and other regulations, as appropriate.

We are an equal opportunity employer and value diverse people because of and not in spite of the differences. We do not discriminate on the basis of race, religion, color, national origin, ethnicity, gender, sexual orientation, age, marital status, veteran status, or disability status.

The salary range for this position is $60K-75K OTE. Compensation will be determined by factors such as level, job-related knowledge, skills, and experience.

Due to our company's global nature and hiring committees spanning different time zones, the interviews for this role will be recorded for those not in attendance to review.