Executive Assistant – Haverstick Designs

About Haverstick Designs:

Founded in 2009 by Erika and Gavin Haverstick, Haverstick Designs is an acoustical consulting firm that specializes in world-class designs for recording studios, houses of worship, performance halls, schools and other noise sensitive spaces. We pride ourselves in utilizing acoustical testing and modeling to make tailor-made designs that both look and sound great. 

Haverstick Designs has worked with artists all over the world, such as Ringo Starr, Coldplay, Twenty One Pilots, Tori Kelly, David Crowder and Tim Henson among others.

Our mission statement is: We create rooms that inspire and we live by our core values, S.O.U.N.D.: 

S – Solve Problems 

O – Over Everything, Be Kind 

U – Unparalleled Passion 

N – Never Settle 

D – Do What You Say 

Overview of the role :

You will have the opportunity to contribute to the smooth operations of Haverstick Designs by serving as the indispensable link between our leadership team, clients, and partners. Your pivotal role will involve orchestrating schedules, streamlining communications, and providing strategic administrative assistance to optimize our operations and enhance client satisfaction. 

What you’ll get to do :

• Coordinate the internal setup of new projects, ensuring all necessary documentation, resources, and team members are organized and prepared for successful execution. 
• Book travel arrangements for company trips, including flights, accommodations, and transportation, ensuring cost-effectiveness and adherence to travel policies. 
• Assist with aspects of trade show participation, including registration, booth setup, logistics coordination, and follow-up activities to maximize ROI. 
• Oversee invoicing processes, including generating invoices, following up on payments, and maintaining accurate records of financial transactions. 
• Manage email correspondence, categorizing messages, responding to routine inquiries, delegating communications and flagging important communications for executive attention. 
• Maintain executive calendars, scheduling meetings, appointments, and events. 
• Prioritize and manage daily tasks, ensuring deadlines are met and objectives are achieved efficiently. 
• Attend meetings alongside executives, taking detailed notes, recording action items, and following up on outstanding tasks to ensure accountability and progress. 
• Handle incoming phone calls, and creating action items from call discussions, delegating tasks to appropriate team members. 

What will make you successful :

• Proven experience as an executive assistant or in a relevant administrative role, preferably within a small company or startup environment.
• Exceptional organizational skills with the ability to multitask and prioritize tasks effectively. 
• Strong communication skills, both written and verbal, with the ability to interact professionally with our partners. 
• Proficiency in office management software and equipment, including Microsoft Office Suite. Experience in Adobe Creative Cloud is a bonus but not required 
• Ability to maintain confidentiality and exercise discretion when handling sensitive information. 
• Resourcefulness and the ability to proactively identify and address challenges. 
• Flexibility and adaptability to work in a fast-paced, ever-changing environment. 
• A proactive approach to problem-solving and a willingness to take initiative. 
• Attention to detail and a commitment to producing high-quality work.