Executive Assistant to Chief Executive Officer

Company Overview

The Haven Collection, headquartered in Middletown, Rhode Island, is an innovative network of clubs that seamlessly blend fully licensed childcare with co-working spaces and fitness facilities. Our mission is to support families in integrating work and life during their children's formative years, enhancing overall quality of life without compromising career progression. Recognized for our unique approach to childcare and work-life balance, we strive to revolutionize the way families live and work.

Position: Executive Assistant to the CEO

Essential Job Functions

We are seeking a highly organized and proactive Executive Assistant to support our CEO in transforming the industry while empowering an extraordinary team. This role is critical in ensuring organizational efficiency and effectiveness on a day-to-day basis.

Key Responsibilities

Calendar and Schedule Management

• Oversee the CEO’s calendar, scheduling meetings, appointments, and coordinating travel arrangements.
• Expertly manage and sync individual and team calendars using Google Calendar and integrate with various apps and departments.
• Prepare daily schedules and monitor timelines, adapting to changes promptly.

Meeting Coordination and Communication

• Prepare for meetings by compiling agendas and briefing teams on key points.
• Attend meetings and conference calls, taking comprehensive notes and maintaining records in the company drive.
• Manage tasks and projects resulting from meetings, ensuring follow-through and completion.

Board and Investor Relations

• Coordinate communications and meetings with the Board of Directors, investors, and the management team.
• Ensure monthly, quarterly, and annual Board communications are organized and conducted smoothly.
• Assist in preparing and distributing materials for executive meetings.

Project Management and Workflow Improvement

• Identify key integrations and workflow improvements to enhance operational efficiency using our platform, Monday.com.
• Collaborate with internal teams to execute company projects and initiatives effectively.
• Assist with special projects as needed, demonstrating adaptability and initiative.

Administrative Support

• Perform administrative duties involving confidential materials, demonstrating discretion and professionalism.
• Draft correspondence, prepare documents for signature or review, and manage email communications.
• Develop, implement, and improve office policies and procedures in collaboration with the COO.

Team Collaboration and Culture Building

• Foster a positive, encouraging, and engaged company culture, essential for solid teamwork and a healthy work environment.
• Work closely with club teams to ensure alignment with company values and objectives.

Travel and Site Visits

• Visit clubs, build sites, and attend meetings, events, or conferences as required.
• Accompany the CEO or other team members on business trips, demonstrating flexibility and commitment.

Flexible Availability

• Perform responsibilities outside of normal working hours or on weekends when necessary.
• Adapt and respond to changing conditions, priorities, and requirements promptly.

Qualifications

• Bachelor's degree or equivalent work experience.
• Minimum of 5 years of experience in administrative support roles.
• Proficient in Google Suite (Docs, Sheets, Drive), Canva, and social media platforms.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent interpersonal skills and the ability to build relationships with stakeholders at all levels.
• Proficient in Monday.com, Zoom, and comfortable using iPhone and MacBook.
• Exceptional written and verbal communication skills.
• Strong problem-solving abilities and a proactive approach to challenges.
• Ability to maintain confidentiality and exercise discretion with sensitive information.
• Self-motivated with an entrepreneurial spirit and a desire to take on increasing responsibility.
• Flexible and adaptable to a fast-paced environment with changing priorities.
• Team player who proactively seeks opportunities to assist others.
• Access to a reliable vehicle, a valid driver’s license, and proper insurance coverage.
• Fully vaccinated and boosted, willing to comply with COVID-19 testing requirements.

Benefits

• Competitive salary.
• Health, dental, and vision coverage for full-time employees.
• Paid Time Off, including sick time, vacation, and paid holidays.
• Participation in the company 401(k) plan with a match after 500 hours of work in 6 months.
• Educational assistance of up to $5,260 per year for relevant continuing education.
• Employee discount for enrolled children (pending space availability).
• Professional development opportunities, including safety and mental well-being training.
• Access to co-working and fitness spaces.
• Onsite lunches, milestone celebrations, team bonding, enrichment events throughout the year, and company gear.

Employee Conduct

As outlined in our Employee Handbook, every employee is responsible for contributing to a positive work environment through cooperation and professional interactions with co-workers, customers, and vendors. We have a zero-tolerance policy for any negative actions or interactions involving toxic, racist, homophobic, transphobic, or otherwise offensive behaviors. We are an equal opportunity employer where all individuals are treated with respect and dignity.

About The Haven Collection

Founded by working families with young children, The Haven Collection offers a nurturing child development program for kids ranging from 6 weeks to 5 years old. We provide parents and caregivers with access to inspiring and well-appointed workspace, conference rooms, and community spaces. Our clubs also feature an "on-your-time" fitness suite, all included in a customizable monthly membership. Our goal is to alleviate the stresses of early family life by innovating the way we work and live.

We are excited to welcome a dedicated professional who shares our passion for supporting families and revolutionizing the work-life balance. If you believe you are the right fit for this role, we encourage you to apply.