Executive Assistant

The Executive Assistant will play a pivotal role in ensuring the smooth functioning of the President’s office by managing day-to-day operations and providing high-level administrative support. This position requires exceptional organizational skills, discretion, and the ability to handle a wide range of responsibilities with poise and efficiency.

Key Responsibilities:

Administrative – 70%

• Manage the President's calendar, schedule appointments, and coordinate meetings, ensuring optimal time management.
• Draft, proofread, and edit correspondence, reports, and presentations for the President.
• Handle phone calls, emails, and other communications on behalf of the President with professionalism and discretion.
• Sit in on client pitches and meetings for note taking purposes along with general sales support, track all sales activity in the CRM.
• Support the creation of sales proposals where the president is the lead seller.
• Provide project management detail (tasks and deadlines) in our PM system for projects assigned by the president.
• Create and maintain a client and important contact list for birthdays, anniversaries, etc. identify gifts and thoughtful gestures.
• Handle personal tasks for the president, errands, reservations, trip planning, managing a STR rental unit and helping with anything to free up more time
• Provide general administrative support to the greater executive team when time and bandwidth allows.

Office Management – 20% 

• Oversee the day-to-day operations of the office, ensuring a clean, organized, and efficient work environment.
• Coordinate office supplies, equipment maintenance, and liaise with vendors to address any facilities-related issues.
• Assist in the onboarding of new employees, including setting up workstations and facilitating orientation processes in tandem with Manager, People Operations.
• Manage and maintain confidential files and documents.
• Manage mail collection, distribution and the basic shipping needs of the office.

Event Coordination – 10% 

• Coordinate logistics for internal events, including meetings, conferences, and client engagements. (E.g., Elevate, team bonding activities, etc).
• Collaborate with various teams to plan and execute events seamlessly, ensuring a positive experience for all attendees.
• Arrange travel arrangements, accommodations, and itineraries for the President and other key executives.
• Assist in the preparation of materials and presentations for events.

Our Core Values:

• Excellence - We strive to produce exceptional work.
• Integrity - We do the right thing, even when no one is watching.
• Accountability - We take ownership of our responsibilities and results.
• Collaboration - We respect and work with each other. We’re stronger as a team.
• Creativity - We proactively introduce and implement fresh ideas.

Qualifications:

• High school diploma or equivalent; 4 years of office experience/performing complex administrative functions and working C-suite executives. 
• Familiarity with and access to current technologies, like desktop sharing, cloud services, internet and computer. 
• Proficiency in word-processing software and spreadsheets (e.g. MS Office) 
• Knowledge of online calendars and scheduling software (e.g. Google Calendar) 
• Excellent phone, email and instant messaging communication skills
• Solid time management and organizational skills
• Ability to communicate with C-suite professionals, business owners and individuals at all levels of an organization. 
• Ability to efficiently self-manage multiple tasks in a fast-paced environment.  

Benefits:

• Medical Insurance: Company covers up to 75% of the base plan; options available for additional plans.
• Dental & Vision Plans: Offered with employee-paid premiums.
• 401(k) Retirement Savings: Immediate vesting, 100% match on the first 4% deferred.
• Paid Vacation: 10 days/year for 0–2 years of service, 15 days/year for 3 years, with rollover options.
• Paid Sick Leave: In accordance with state laws.
• Company Holidays: Includes major holidays like New Year’s, Independence Day, Thanksgiving, and Christmas.
• Friends & Family Day: $300/year and an additional PTO day for qualifying activities.
• Phone Reimbursement: $50/month for work-related use.
• Wellness Reimbursement: $200/year for health and wellness activities.
• Home Office Support: $200 one-time reimbursement for remote setups, plus $100 for personalizing workspaces.
• Office Equipment: Includes laptops, monitors, and essential peripherals.
• Growth-Oriented Tools: Access to software and resources for job efficiency.

Compensation:

• $55,000 - $65,000 based on experience.