What are the responsibilities and job description for the Executive Assistant position at Kiln?
About You:
A Trusted Partner: You are a reliable support to the Kiln CEO and Executive Team, building trust by anticipating needs and handling sensitive information with discretion. You ensure smooth operations, allowing leadership to focus on the big picture.
An Organizational Pro: You excel at managing multiple tasks and responsibilities, from calendar coordination to meeting logistics, all while maintaining a high level of organization and attention to detail.
A Project Manager: You're not just reactive—you stay ahead of and contribute to initiatives related to team culture, internal events, and legal processes with confidence and precision.
A Strong Communicator: You ensure that action items are clearly communicated and deadlines are met, acting as the key liaison between the CEO and the Executive Team.
A Team Advocate: You support a vibrant team culture by celebrating milestones and fostering connections both within and outside of Kiln.
About the Role:
As the Executive Assistant, you’ll play a pivotal role in supporting the CEO and executive team ONSITE at Kiln, helping to execute the company’s vision. You’ll manage a variety of high-level administrative tasks, ensure smooth communication across teams, and lead projects that foster company culture. This is an opportunity to join a fast-growing team and make a direct impact on Kiln's mission and success.
As Executive Assistant You will:
- Manage the CEO’s calendar, including scheduling meetings, communicating agendas, recording notes, and distributing action items.
- Support the Executive Team with calendaring of key internal and external events (e.g., Board and investor meetings).
- Facilitate all aspects of meetings, including room bookings, coordinating virtual calls, and communication with internal and/or external attendees.
- Implement an organizational system for tracking files and important documents.
- Coordinate executive travel arrangements, including lodging, flights, and ground transportation.
- Foster team community by tracking and celebrating birthdays, Kiln anniversaries, and special events.
- Administrate the Kiln Support Team office - office supplies and administrative needs.
- Lead special projects, as needed.
As Executive Assistant You’ll Need:
- Prior experience as an Executive Assistant (essential)
- College graduate with a four-year degree (preferred, but not essential)
- Project management and procurement experience required
- Proficiency in Microsoft Office and the G-Suite required
- Must have strong verbal and written communication skills
- Exceptional organizational and multitasking skills
- Demonstrate integrity, dependability, responsibility, accountability, self-awareness, work ethic, and empathy
More About Kiln:
Kiln is a flex office and lifestyle brand. We deliver an exceptional experience that elevates the performance and lifestyle of our members through an ecosystem of people, products, places and spaces.
Kiln opened its first 2 locations in 2018 in Salt Lake City and Lehi, Utah and is rapidly expanding throughout the western United States. Kiln is pioneering the future of hybrid work within the niche of ‘flex office’ in the broader commercial real estate sector. Visit our website, Kiln.com, to learn more!
