Executive Assistant & Operations Coordinator

ConvertKit is a creator marketing platform built to empower creators to earn a living online. We help them own their audience and turn fans into customers. For makers, authors, chefs, musicians, athletes, and anyone else making a living by creating the culture we all love, there isn’t a better tool for reaching inboxes. More importantly, there isn’t a team more committed to helping creators earn a living doing work that matters.

We’re on a mission to help creators earn $1 billion using our SaaS marketing platform. We have always been 100% independent and 100% remote. We are proud to have built a product that our customers love, that 25,000+ creators use to earn a living, and we look for people who have enthusiasm and belief in our mission, vision, and values to join our team.

The role

We’re looking for an experienced executive assistant to support our VP of Operations and broader operations team, helping with a variety of projects both big and small.

As a strong candidate, you have significant experience as an executive assistant for companies that are moving quickly OR experience in comparable roles, like project management. You thrive with complete autonomy and are particularly good at building systems, managing moving schedules, and building strong relationships with peers, leadership and cross-functional teams. You’re highly empathetic; able to understand the needs of others and proactively meet those needs without being asked. You get satisfaction from managing projects that maintain business requirements and mitigate risk. And you do all of this while helping ConvertKit build a healthy culture for our incredible team.

We’re looking for someone with a passion for supporting ConvertKit’s team, culture, and the systems that keep ConvertKit running. The right person for this role will collaborate with the VP of Operations and broader Ops team on a variety of projects; manage and streamline current and future systems; help us maintain compliance; and provide support with communication, scheduling, reporting, and more.

The person for this role is detail-oriented, a team player, and efficiency enabler. You’re a master of change-management and you don’t mind managing a variety of schedules, tasks, and projects all in the same day.

As part of the Ops team you will:

• Learn about the Operations team - our shared goals and priorities - and have an opportunity to collaborate with your teammates on shared initiatives that support the broader team
• Create leverage in your role to help the Ops team remain small and effectively serve a growing team
• Jump in and help out with a variety of projects and tasks across Ops - from finance, to legal, to people ops

As the Executive Assistant to the VP of Ops you will:

• Learn the intricacies of operations at ConvertKit - including GDPR, finance, people ops - so you have context and can help streamline projects, communication, and/or support projects in those domains
• Act as an ambassador for the VP of Ops and the Operations team, cultivating trusted relationships with key stakeholders and communicating on your VP and team’s behalf
• Manage effective workflow for - and execute on - a variety of contract needs across the company
• Help with scheduling and calendar management, optimizing calendars to help the VP have focus time
• Book travel, including proactive research and planning for meetings with customers, colleagues, and other strategic connections for our leaders
• Effectively administer tasks like tracking expenses and managing email inboxes
• Manage a variety of research projects in scope and topic, compiling your findings in a clear and digestible format
• Assist with bi-annual board prep and Executive review sessions
• Handle key business metrics and manage documentation, meeting agendas, and updating reporting tools
• Partner with the Ops team on culture-building projects across the company, from book clubs to podcasts
• Document and streamline different ops systems to educate others and assist with future training
• Other duties and responsibilities as assigned

Requirements

• Detail-oriented
• Can take a project, ask a few key questions, and see it through to completion, while keeping your time updated on progress along the way
• Interested in learning about the ConvertKit business
• Able to work 8:00am to 5:00pm MT hours

A successful candidate will have a combination of the following

• 3-5 years as an executive assistant OR equivalent experience in operations (People Operations, HR, Finance, etc.)
• Enthusiasm and belief in the ConvertKit mission