Executive Assistant (Dallas/Plano Area)

Application Deadline: Monday, Nov. 11th at 8:00am central

Who we are:

M-Files is the leading platform for knowledge work automation. With the M-Files platform, knowledge workers

can find information faster, work smarter, and achieve more. M-Files features an innovative metadata-driven

architecture, an embedded workflow engine, and advanced artificial intelligence. This enables customers to

eliminate information chaos, improve process efficiency, and automate security and compliance.

We help knowledge workers to work smarter.

To learn more about what we do and how visit www.m-files.com/careers. To learn more about how we became a Certified Great Place to Work, visit, Working at M-Files | Great Place to Work.

Summary of the role:

As an Executive Assistant, you will provide comprehensive administrative support to assigned members of the executive leadership team (ELT) while closely collaborating with the People & Culture team. Your responsibilities will include seamless management of executive calendars, travel arrangements, and communications, as well as supporting People & Culture initiatives, such as organizing company culture events and providing support with onboarding and recruiting efforts. Additionally, you'll play a key role in enhancing the team member experience through continuity between People & Culture and the ELT. You will support the timely delivery of company swag and materials, making new hires feel welcomed and supported throughout their journey.

What you will be doing/Responsibilities and Duties:

Executive Support:

• Manage the calendars of assigned US Executives and leadership, scheduling internal/external meetings and resolving conflicts.
• Coordinate meetings involving ELT members and their direct reports when requested.
• Arrange travel and accommodations, create detailed itineraries, and manage expenses for ELT members and VIP guests.

People & Culture Partnership:

• Collaborate with the People & Culture team to organize and schedule events that promote company culture, such as annual parties, team-building workshops, and community events.
• Serve as a partner in recruitment efforts, assisting with interview coordination, onboarding, and ensuring new hires receive swag and onboarding materials.
• Support continuity between People & Culture and the ELT, ensuring an inclusive and positive team member experience.

Project & Event Coordination:

• Lead planning and execution for key ELT meetings and events, including quarterly sessions and Board meetings.
• Provide backup to people operations, helping with administrative and project-related tasks as needed.

Office Management & Site Leadership:

• Oversee any office management as applicable to include managing supplies, vendors, and logistics.
• Support in the handling of inventory and distribution of company swag and gifts, ensuring timely delivery to new team members and during key milestones.

Who you are/Qualifications and Skills:

• Minimum of 5 years of experience supporting C-Level executives, with additional experience in Human Resources (HR) or People & Culture (P&C) a plus.
• Bachelor’s degree preferred.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent communication and organizational skills, with a keen attention to detail.
• Ability to maintain discretion with sensitive information and a strong service-oriented mindset.
• Comfortable working collaboratively across teams and managing multiple priorities.
• Strong business acumen and ability to prioritize and manage tasks effectively.
• Proactively identifies and addresses potential challenges before they escalate into issues
• Ability to handle sensitive information with discretion.
• Flexibility in working hours to accommodate business needs.
• Team-oriented mindset with a focus on service and support.

Participation in our Recruitment Process:

1. Initial Phone Screen w/People & Culture Team Member
2. Hiring Manager - VP, People & Culture - North America
3. Round 1: Executive Leadership Team Meetings
4. Round 2: Executive Leadership Team Meetings

*Approx. Time Investment for Applicant: 3.5hrs

Why M-Files?

We are a global company with Finnish roots and with a product that we are very proud of!

By joining M-Files, you will get the opportunity to contribute to our success and growth, while developing your own expertise. Our team is fun, and our solutions are changing the market!

Our guiding principles of "Make It Happen", "Help Others", and "Love Customers" are highlighted through our daily actions as a team. Transparent communication and outstanding team spirit were listed as our strengths in our M-Filer Experience survey.

What We Offer 

• As a remote enabled company our employees enjoy the flexibility to establish their own life/work balance
• 10 paid holidays annually
• Unlimited PTO
• Matching 401K Plan (25% of employees' contribution up to the IRS max)
• Health insurance (PPO and HDHP/HSA plans offered)
• Dental insurance
• Vision insurance
• Employee Health Resource App
• Monthly Remote Stipend
• Life insurance (1x employee salary)
• Short-term disability (employer paid)
• Long-term disability (employer paid)
• Flexible Spending Plan (medical and dependent)