Executive Assistant & Project Manager, People

It's fun to work in a company where people truly believe in what they are doing. At Dutch Bros Coffee, we are more than just a coffee company. We are a fun-loving, mind-blowing company that makes a difference one cup at a time. 

Position Overview

As the Executive Assistant, you'll be vital in ensuring efficient time management for your Executive. Your duties encompass organizing meetings, events, and appearances for team members, both internally and externally. Additionally, you'll manage budgets and generate status reports for department projects, ensuring adherence to schedules and goals. This role may require occasional travel and flexibility in working hours.

Key Result Areas (KRAs)

Provide comprehensive support to the executive team members in managing daily activities, including calendar management, travel arrangements, meeting preparation, and correspondence:

• Effectively manage the executive’s time by coordinating their daily calendar to ensure the efficient use of their time

• Support the executive member and broader executive leadership team in preparing information for meetings, presentations, etc.; assist with industry research, as needed

• Handle the general administrative functions, which include but are not limited to: ordering supplies, making copies, scanning, arranging courier service, handling incoming/outgoing mail and packages while assisting with special projects as needed

• Plan agendas and meeting cadence for the people leadership team to ensure timely discussions of department initiatives and strategic objectives

• Track the Executives' tasks and deliverables, and ensure follow-up through completion

• Ensure the executive leadership team has a comfortable environment in which to work when under high-pressure, time-intensive, and fast-paced activities – this might include organizing meals, preparing beverages, delivering products, etc.

Provide management, monitoring, and communication of projects and programs for the executive member and other team members to include budget management: 

• Keep track of team expenditures and budget items; Provide bi-monthly budget updates to team leaders, also ensuring items requiring approval or signature have the necessary documentation and approvals

• Prepare and manage status reports for department projects, keeping track of deliverables, launch dates, and deadlines

• Manage the annual calendar of events and deliverables for the People Division and ensure intentional cross-functional workflows 

• Effectively and efficiently handle multiple and competing priorities, working with stakeholders at all levels

• Collaborate with Executive Support team to ensure alignment of priorities and deliverables across the organization

• Coordinate events for the Executive and broader division

Represent and communicate accurately, with a high level of professionalism and confidentiality, to internal and external parties:

• Handle confidential information relevant to corporate financial and operational matters

• Receive, screen, and direct incoming calls, mail, and e-mail

• Other duties as assigned

Job Qualifications

• Bachelor’s Degree in a relevant field or equivalent experience required

• Minimum of 7 years of experience performing comparable, high-level duties, required

• PMP certification and Board of Director experience preferred

• Exercises a high degree of maturity, discretion, and integrity, especially as this role requires handling sensitive information

• Advanced knowledge of MS Office applications, including Word, Excel, and PowerPoint; experience using Project Management software, Google Suite and Zoom preferred

• Availability to travel: 10%-25%

• This position requires driving, when necessary

Location Requirement

• This position is based in Phoenix, AZ

Skills

• Business Acumen

• Presentation Writing

• Relationship Management & Strategic Influence

• Project Management (PM certification preferred) 

• Budget Manage