Executive Assistant

Executive Assistant to CEO

Seeking a highly organized and proactive business partner to manage the CEO's dynamic schedule, provide seamless administrative support, and act as a key liaison with internal and external stakeholders. This role demands exceptional communication and prioritization skills, as well as the ability to anticipate needs in a constantly evolving landscape. Must be a self-starter who is comfortable working independently.

Key Responsibilities:

Calendar Management: Effectively manage the CEO's complex schedule, including coordinating meetings, appointments, and travel arrangements. Ensure timely follow-up.

Communication Management: Filter and prioritize incoming communications. Draft professional emails and correspondence on behalf of the CEO.

Project Coordination: Onboard/offboard employees, ensuring appropriate documentation, equipment, and account management. Own Docusign process and tracking. Manage legal processes, including filing and tracking documents related to 409A, stock options, and customer documentation. Track licenses and subscriptions. Prepare order forms for customers. Manage vendor contracts, flagging when renewals are approaching. Draft job descriptions, post job openings, and coordinate the review process. Coordinate with the designer to get customer materials (e.g., sales decks) created. Troubleshoot technical issues by communicating with vendor customer support.

Travel Arrangements: Plan and execute all aspects of the CEO's business travel, including booking flights, accommodations, and itineraries.

Confidentiality: Maintain strict confidentiality regarding sensitive company information, financial data, and executive communications.

Administrative Support: Manage expense reports, accounts payable/receivable, credit card reconciliation, reimbursements, payroll, and 401k. Handle tax notices and collaborate with the tax and finance team to provide necessary documents. Receive and review mail. Maintain organized corporate documentation. Add and remove users from various systems and tools (e.g., Slack).

P/A Support (10%): Schedule personal appointments for the CEO. Book personal travel. Research products and make purchases (e.g., gifts, etc.).

Desired Skills and Qualifications:

Exceptional Organizational Skills: Proven ability to manage multiple priorities and deadlines with precision.

Strong Communication Skills: Excellent written and verbal communication skills to interact effectively with diverse stakeholders. Concise and direct in conversation, focusing on getting down to business quickly.

Proactive and Anticipatory: Ability to anticipate the CEO's needs and proactively address issues before they arise. Understand the problem being solved, not just the task, and focus on solving it fully.

Technical Proficiency: Expertise in Microsoft Office Suite, calendar management tools, and project management software.

Discretion and Confidentiality: Commitment to maintaining sensitive information with the utmost confidentiality.

Startup Experience: Prior experience working in a startup environment is highly preferred.