Executive Assistant

Role:

If you are excited by varying projects, no day looking the same, and working with a tight-knit team that sets the entire company up for success - our Executive Assistant role may be for you.

As the Executive Assistant, you will serve as one of the primary gatekeepers to the company's CEO and Founder (two individuals).

This role is crucial because you will support the Executives with personal and business-related, stepping in wherever needed to ensure the lives of our executives operate as smoothly as possible.

Values alignment is non-negotiable. Due to the proximity, you will have access to the founders of the company. It is of the utmost importance that you deeply resonate with the values they have set forth…

• Sincere Candor
• Unimpeachable Character
• Competitive Greatness

Our founders are mission-driven, and the goal of the entire administrative team is to make sure that they can focus on the strategy of the business - while we handle the rest.

We consider ourselves the “nucleus” of the organization and take immense pride in the work we do, reflecting our founders' mission and values in all interactions and work we do.

In this role, you will be responsible for everything from researching, booking, arranging travel, managing communication with key stakeholders, sitting on meetings on the executives behalf, and business/personal tasks for the Founder & CEO.

Responsibilities:

1. Executive Support

• Manage and optimize the executive's calendar by scheduling appointments, prioritizing tasks, and addressing conflicts.
  • Proactively plan and organize the Founder & CEO’s calendar 3 months in advance.
  • Work with various departments to ensure executive’s calendars are free of any discrepancies and overlap.
  • Ensure meetings are booked based on executives’ priorities and preferences
  • Ensure personal appointments are booked in advance.

• Prepare executives for meetings by providing agendas, background information, and necessary materials.
  • Reach out to stakeholders proactively one week before the scheduled meeting to ensure agenda items are added to CultureAmp and memos are added in Asana.

• Act as a gatekeeper and facilitator to protect the executive’s time while maintaining accessibility for key stakeholders.
  • Manage and filter all incoming requests for the executive via Asana and Slack.
  • Act as the gatekeeper for the executives and protect their time.
  • Monitor Founder & CEO’s emails
  • Manage and monitor all incoming speaking inquiries via Asana

• Effectively manage business and/or personal tasks
  • Handle personal matters, errands, and household coordination.
  • Ensure offices are always stocked and cleaned
  • Attend all group meetings for executives and take notes, as needed
  • Complete paperwork, as needed.

• Ensure Founder & CEO have full context and are well-informed
  • Meet with Founder & CEO on a regular basis to move tasks forward

2. Proactive Time & Task Management

• Prioritize and track tasks to guarantee the timely execution of key deliverables.
  • Self-manage due dates in Asana according to the executives’ priorities

• Identify conflicts early and provide solutions to maintain efficiency.

• Continuously seek ways to optimize time and focus for the executive.

3. Communication

• Draft, proofread, and edit correspondence on behalf of the executive with impeccable accuracy and tone.
  • Ensure written communication is clear, concise, accurate, and free of grammar errors.

• Represent the executive professionally in interactions with guests, vendors, partners, and internal teams.
  • When communicating with stakeholders, serve as a cultural ambassador, embodying values that inspire trust, respect, and teamwork.

• Responds to Founder & CEO in Slack within seconds to 2 minutes during normal business hours

4. Project Management

• Coordinate and track progress on strategic initiatives, ensuring deadlines are met.
• Provide clear instructions to stakeholders on behalf of the executives.
• Follow up on action items and maintain accountability.
• Provide oversight on ad-hoc tasks, from travel logistics to special projects.
• Own projects such as travel itineraries, speaking inquiries, filming, etc.
• Utilize any and all resources available before reaching out to executives. Resources include but are not limited to Asana, G-Suite