Executive Assistant / Special Projects Manager

Executive Assistant and Special Projects Manager 

About Imagine Global:  

Imagine Global (dba IMAGINE) is a scalable capital, startup studio, and advisory ecosystem empowering  creators to build businesses prioritizing people, planet, and profit. With our partners, IMAGINE supports  the world’s largest coalition of independent AI scientists outside of Big Tech, driving groundbreaking  advancements in beneficial Artificial General Intelligence (AGI). Rooted in incentivized collaboration,  global innovation inclusivity, and prioritizing the well-being of startup teams, IMAGINE unites pioneers in  business, deep tech, and personal development as mentors and investors. By dedicating up to 10% of  profits to aligned non-profits, IMAGINE amplifies its mission to advance societal and planetary well-being.  For more information, visit https://www.imagineglobal.io or our origin company, https://www.yunity.io 

Who We Are Looking For:  

We are looking to hire an Executive Assistant and Special Projects Manager. The ideal candidate is a  high-performing professional who is a jack of all trades and can juggle multiple responsibilities with a lot  of attention to detail. Candidates who pursue this position should thrive in a fast-paced organizational  environment, understand the importance of cross-functional collaboration and have strong relationship  management skills. The Executive Assistant and Special Projects Manager will work directly with the  Founder and Managing Partner of the organization and will help in strengthening and optimizing  communications, culture and systems that will lead in the successful execution of IMAGINE’s scalable  launch, three-year strategic plan and organizational advancement.  

Responsibilities:  

Executive Support (50% of time)  

• Executive Time Management: Ensure schedules are aligned with key business priorities by  utilizing strategic prioritization techniques and a deep understanding of company goals. • Meeting Coordination: Prepare agendas, manage meeting logistics, take comprehensive notes,  and follow up on action items to ensure efficient and productive meetings. 

• Stakeholder & Communication Support: Act as a liaison for internal and external stakeholders,  ensuring effective communication and relationship management. Assist with written  communications, including drafting correspondence, managing inboxes, and coordinating  messaging. 

• Complex Scheduling and Calendar Management: Provide dynamic and flexible scheduling and  calendar support. Assist with thorough preparation for all commitments, including creating and  reviewing briefing materials, meeting agendas, and itineraries. 

• Global Travel Management: Oversee the planning and coordination of both domestic and  international travel. This includes handling complex itineraries, managing travel documents, and  ensuring all logistics are in place. Accuracy and a keen attention to detail are critical. 

• Expense and Budget Management: Manage travel expenses and other reimbursements in a timely manner. 

• Ownership of Planning and Execution: Increase productivity by planning, executing, and  owning tasks, and ensuring accountability for the timely completion of key deliverables. • Information Consolidation: Gather and organize information, consolidating it into clear  executive summaries to support decision-making and streamline communication. • Operations & Reporting: Maintain executive reports, dashboards, and documents, ensuring  accuracy and timely updates. Support in the creation of operational reports, presentations, and  performance metrics as required. Support the Leadership Team in optimizing, development and  execution of the organization’s 3-year strategic plan to ensure all key milestones are reviewed  and easily tracked and met.

Special Projects Support (50% of time)  

• Special Projects & Initiatives: Support special projects that align with IMAGINE goals, including  preparing research, drafting documents, and managing project timelines. Collaborate with cross functional teams to ensure project deliverables align with our mission of mindful, sustainable  innovation. 

• IMAGINE 2025 Launch: Work cross-functionally with team to support the launch of scalable  global IMAGINE companies as needed. Project management of launch activities and  Monday.com updates. Oversee recruitment of key team for launch activities. 

• Contribute toward the development of standard operating procedures in all areas of business,  and continue to find new ways to improve quality and efficiency  

• Collaborate with leaders to build organization-wide best practices 

• Process and Systems Management: Develop systems and workflows to enhance efficiency, improve organization, and create streamlined processes. 

• Event Coordination: Assist in planning and executing events, including virtual and in-person  gatherings, to support our initiatives and partnerships. Coordinate logistics, such as venue  booking, catering, and guest management, while adhering to timelines and budgets. • Help manage and support graduate student intern program 

• Providing administrative and project management support to the leadership team in preparation  for investment, board and committee meetings throughout the year, including developing  materials for all board meetings  

• Using various software, including teams, dropbox.com, agora, hubspot, Monday.com, AI, word,  excel, and power point software to prepare reports and/or special projects  

• Help manage and support an internal council developing and optimizing team culture 

Must Have:  

• Bachelor’s Degree or equivalent work experience preferred. 

• Minimum 3-5 years management experience providing executive-level support, with  demonstrated experience supporting senior executives at a high-profile organization. • Adaptability: Thrive in a fast-paced, often ambiguous environment, and handle changes with a  positive, proactive attitude. 

• Attention to Detail: Impeccable attention to detail in every task, ensuring flawless execution in  scheduling, documentation, and travel arrangements. 

• Prioritization and Urgency: Skilled in managing and prioritizing multiple requests simultaneously  while maintaining a focus on quality and urgency. The ability to manage time effectively across  multiple time zones is essential. 

• Polished Executive Presence: Represent IMAGINE with professional maturity and poise in all  interactions and events. 

• Ownership and Initiative: Take ownership of tasks and projects with minimal supervision,  anticipating needs and creating solutions that support the goals of the Office. • Strong Communication Skills: Excellent verbal and written communication skills, with the ability to  clearly and effectively communicate across a wide range of stakeholders. 

• Integrity and Discretion: Display the highest level of integrity and professionalism, handling  confidential information with discretion and sound judgment. 

• Strong Project Management Experience  

• Technical Proficiency: Demonstrated high aptitude for learning new tools, systems, and  processes quickly, with the ability to adapt to evolving technologies and workflows. Strong  working knowledge of Microsoft Office and Google Suite. 

• Strong communication skills--written, oral and presentation  

• Proven Interpersonal skills; working with leaders, startup founders, mentors, investors, and  partners 

• Interest in Personal Development  

• Strong ability and interest in business and operational tech and AI systems • Interest in Innovation and Technology  

• Ability to lead and thrive in a startup environment  

• Ability to identify problems before they arise  

• Ability to work both independently and collaboratively. Global Travel Expertise: Significant  experience managing complex global travel, including the preparation of all necessary  documentation for international travel. 

Nice to Have:  

• Master’s Degree in supportive fields 

• Experience working in fast paced finance, VC, tech accelerator or incubator, capital market,  hedge fund, startup, personal development, or comparable field  

• Exceptional Working knowledge of Microsoft Teams, Zoom, AI Calendars and Tools, Google,  Dropbox, Monday.com and most Business collaboration and productivity systems 

All applicants will be considered. Only those selected for an interview will be contacted. IMAGINE is an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender,  disability, age, religion, sexual orientation, or national or ethnic origin.  

Benefits of Working at IMAGINE:  

At IMAGINE, you will be in a highly immersive interactive experience, diving deeply into our startup, capital, and innovation ecosystem which will push the boundaries of our teams’ mindset, vision, passions and capabilities.  

You will be part of a purpose-driven organization, embody critical adaptability skills, and have the confidence to interact with world renown advisors, leaders, investors, pioneers of technology and industry, and become part of a valuable, lifelong network. 

Offers discretionary bonus, incentives, and equity awards subject to qualification • Professional development opportunities for full time team regardless of level or role • Vibrant global work and innovation culture  

You will be pushed to expand beyond your comfort zones, while providing a supportive environment to contribute, adapt, and teach as much as you are willing to learn. As a high performing team, our goal is not perfection, but experimentation - and PURPOSE. 

Remuneration: Contract to Hire: $35-42/hour for 37 hrs/week incentives based on skills,  experience, and location. 

Duration: 6 months (possibly longer depending on performance and requirements of the firm.