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Administrative Assistant

Why This Job is Important

You will help increase the bandwidth and productivity of our CEO and two other executives by providing administrative support. This will include supporting company-wide communication, enabling the flow of information and filtering distractions.

What You Will Be Doing

  • Calendar management which includes triaging emerging and changing priorities so we can proactively adjust to avoid conflicts and wasted time.
  • Ensure meetings begin on time with prep materials delivered in advance and catering, as needed.
  • Organize and follow up on action items after meetings.
  • Make travel arrangements including flights, hotels and transportation; paying special attention to optimize travel schedules and enable remote decision-making during executive absence.
  • Triage emails on their behalf.
  • Prepare and manage expense reports.
  • Assist with company-wide communication/events.
  • Managing company-wide meetings such as weekly leadership meetings, monthly all team meetings and weekly stand ups.
  • This position reports directly to the CEO but also receives work direction and feedback from two other executives.
  • Office hours will be Monday - Friday, 8am - 5pm (with flexibility for earlier or later times as needed)

What You Will Learn

  • You will develop a solid understanding of the business operations, the people, and our clients.
  • You will help teach our Executive team how to use an assistant to become more productive in ways they never imagined.

 

What You’re Great At

  • You are able to interact with C-Suite executives and clients with professionalism, confidence and maturity.
  • You relate well with others and establish rapport quickly with people at all levels of the organization.
  • You react with situational appropriateness and tact when faced with tough decisions and unexpected challenges.
  • You don't wait to be told what to do. You are able to anticipate needs and exercise good judgment to proactively take action.
  • You are able to set priorities but can shift them with changing environments.
  • You are highly organized, efficient and detail oriented.
  • You are comfortable handling secure and confidential information. People trust you.
  • You take your job seriously but you don’t take yourself too seriously. You like to have fun. You are easy to work with.

What You Have Done

  • You have up to 3-5 years experience as an Administrative Assistant.
  • You are proficient in Microsoft Word, Excel, Google mail/calendaring.
  • Ideally you have experience using Mac computers and an aptitude to learn new technologies quickly.
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