What are the responsibilities and job description for the Executive Assistant position at Workshop, Inc.?
Workshop is looking for a dedicated and detail-oriented Executive Assistant to help us stay organized and maintain operational excellence as we pursue new avenues for innovation and impact.
Description
WORKSHOP helps purpose-driven organizations create positive change for people and planet. We take a human-centered, design-thinking approach to solve some of the most complex challenges facing organizations, including sustainability and health. We work at the intersection of purpose, business and technology to design impactful, scalable programs.
Why WORKSHOP?
- Purpose-driven: We're committed to ensuring a thriving world for future generations, and we know that diversity is essential to achieving this goal.
- High standards: We take pride in our work, maintaining a high level of ownership and accountability.
- Empathy first: We approach every interaction with empathy and kindness, recognizing the value of diverse viewpoints.
- Passion for our work: We love what we do, infusing every project with spirit and hope.
- Open-mindedness: We foster environments that encourage exploration and growth, celebrating the unique contributions of each team member.
- Work-life balance: We prioritize well-being for ourselves and others, recognizing that diversity includes respecting individual needs and boundaries.
Equal Opportunity Employer
At WORKSHOP, we are dedicated to creating a workplace that embraces diversity, equity, inclusion, and belonging. We welcome applicants from all backgrounds and identities and are committed to providing equal opportunities for everyone.
About the Role
WORKSHOP is pursuing many exciting avenues for innovation and impact. To make the most of these opportunities, we need to stay organized and maintain operational excellence. We're looking for a dedicated and detail-oriented Executive Assistant to join our team and play a crucial role in helping us achieve our vision.
As an Executive Assistant, your responsibilities will be:
- Project Management: Support client and internal projects by tracking progress, coordinating tasks, taking notes and ensuring deadlines are met.
- Event Coordination: Provide logistics support for internal and client workshops.
- Project Documentation: Support development of reports, presentations, and other documents as needed. Take meeting minutes and distribute them appropriately.
- Administrative Support: Manage calendars, schedule meetings, and organize travel arrangements for the Executive team.
- Benefits Support: Verify payroll and benefit transactions, liaise with benefit providers and complete administrative compliance tasks.
- Bookkeeping Support: Liaise w/ bookkeepers on month-end closeout, client invoicing, expense reports, tax and contractor payments.
- Office Management: Assist in managing office supplies, facilities, and equipment.
- Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality.
- Problem-Solving: Anticipate needs and proactively address issues to ensure smooth operations.
For this role, the skill requirements are:
- Agile Project Management: Proficiency in Agile project management methodologies and tools (e.g., Trello). Ability to track progress, coordinate tasks, and ensure deadlines are met.
- Workshop Planning: Strong organizational skills with the ability to plan and execute workshops. Experience coordinating logistics and managing event-related communications.
- Administrative Support: Excellent time management skills and ability to manage multiple calendars, schedule meetings, organize travel, and perform various administrative tasks.
- Benefits Support: Knowledge of payroll and benefits administration processes. Ability to verify transactions and liaise with benefit providers.
- Bookkeeping Support: Basic understanding of accounting principles and experience liaising with bookkeepers for month-end closeouts, client invoicing, and expense reporting.
- Office Management: Ability to manage office supplies, facilities, and equipment efficiently.
- Documentation: Strong written communication skills with the ability to prepare reports, presentations, and other documents. Experience taking and distributing meeting minutes.
- Confidentiality: Demonstrated ability to handle sensitive information with discretion and maintain confidentiality.
- Problem-Solving: Proactive mindset with the ability to anticipate needs and address issues to ensure smooth operations.
Attributes:
- Detail-oriented with a strong focus on accuracy and quality.
- Excellent interpersonal and communication skills.
- Ability to work independently and as part of a team.
- High level of professionalism and integrity.
- Flexibility and adaptability to handle a variety of tasks and changing priorities.
Additional Requirements:
- Proficiency in Google Suite (Docs, Sheets, Slides) and other relevant software.
- Familiarity with travel booking systems and expense management tools.
- Ability to work in a dynamic work environment and manage multiple tasks simultaneously.
- Strong problem-solving skills and the ability to think critically and creatively.
Education and Experience :
- Bachelor’s degree in business administration, communications, or a related field preferred.
- 5-7 years of experience as an executive assistant or in a similar administrative role.
- Strong professional references that can attest to your qualifications and experience.
Compensation
- Time and materials contract with a not to exceed budget cap
- Anticipated 20 hours per week
- Compensation range of $60-$120 an hour dependent on capabilities & experience
Salary
$60 - $120 per hour
Salary : $60 - $120
