Executive Assistant

If you are excited by varying projects, no day looking the same, and working with a tight-knit team that sets the entire company up for success - our Executive Assistant role may be for you.

As the Executive Assistant, you will serve as one of the primary gatekeepers to the company's Founder

Time is the most valuable resource for the Founder. In this role, your support with personal tasks is essential, allowing the executives to concentrate fully on driving the business forward.

Values alignment is non-negotiable. Due to the proximity, you will have access to the company's founders. It is of the utmost importance that you deeply resonate with values they have set forth...

Sincere Candor
Unimpeachable Character
Competitive Greatness

Our founders are mission-driven, and the goal of the entire administrative team is to make sure that they can focus on the strategy of the business - while we handle the rest.
We consider ourselves the “nucleus” of the organization and take immense pride in the work we do, reflecting our founders' mission and values in all interactions and work we do.
In this role, you will be responsible for everything from researching, booking, arranging travel, office management, and business/personal tasks for the Founder.

RESPONSIBILITIES:

Excellence in Administrative Support

Manage calendars with precision, ensuring seamless scheduling of personal appointments and travel, and there are no conflicts with meetings.
When booking personal appointments, ensure they align with the Founders preferences (subject to change)
Reconfirm the date, time, and location of all appointments and restaurant reservations 1-2 days prior.
Ensure recurring appointments are scheduled in advance (how early it can be booked is dependent on the personal appointment itself)
Anticipate the executive’s needs by identifying potential conflicts and proactively updating stakeholders.
When working on a long-term project, ensure Drive is updated with the most current information by EOD and update the founder, as needed.
Prepare and refine reports and documents with meticulous attention to detail.
Complete patient and vendor forms on behalf of the founder.
Prepare, submit, and track expense reports on behalf of CEO & Founder
Ensure receipts are tracked and uploaded via Drive
Ensure all charges over $100 are logged in the Admin Expense Sheet
Take meeting minutes, as needed.
Transparent and Respectful Communication

Handle vendor and personal friend/family inquiries and correspondence with professionalism, balancing clarity and empathy in responses as you are a representative of the founder.
Research friends and family and manage gifts for special occasions and holidays.
Set reminders to message founder via whatsapp for special dates.
Thoughtful gifts are sent on behalf of the founder
Provide constructive input and clear updates on tasks, ensuring alignment on priorities and objectives.
Update Drive with the most up-to-date information by EOD everyday
Communicate updates with the rest of the administrative team during weekly meetings
Seamless Travel & Event Coordination

Plan and manage complex travel arrangements, ensuring logistics run flawlessly.
Ensure travel is booked well in advance and reservations are confirmed and reconfirmed (reconfirmation should occur one-week prior to travel and then the day before reservations).
Follow travel SOP and guidelines via Asana
Organize events, meetings, and off-sites (travel for business, restaurant reservation, etc), maintaining a commitment to high standards and smooth execution.
Assist with set-up for the founder during in-person meetings
Communicate potential issues proactively, offering thoughtful recommendations for resolution.
Relations & Discretion in Personal Assistance Tasks

RESULTS

Projects are managed in Drive in a transparent and organized manner and updated regularly
Founder & CEO calendars are organized 3-6 months ahead.
Founder & CEO rarely ask for personal items to be done because they should already be proactively attended to.
Personal appointments are set and pre-scheduled as requested, keeping in mind distance, drive times, and time between events to accommodate the Executive’s life.
Stakeholders and colleagues experience transparent, respectful communication in every interaction.
Personal and professional commitments are handled without compromising the executive’s reputation or privacy.
The Executive’s calendar is pre-planned each week or created/reviewed the week before. Maker time and Quiet days are always guarded and blocked.

REQUIREMENTS

Minimum of 3+ years of personal assistant experience
Works well under tight deadlines and pressing situations
Ability to adapt to a fast-growing company
Proven success with project management
Proficiency in Google Workspace, QuickBooks online and document management systems.
Strong organizational and time-management skills.
Strong communication skills include but are not limited to, discretion and confidentiality, adaptability, active listening, precision and articulateness, and nonverbal communication.
Proficiency in writing emails, memos, reports, and other documents with clarity, precision, and professionalism.
Consistently maintains a positive attitude and represents the CEO’s professional demeanor.
Ability to maintain accuracy and discretion under pressure
Consistently acts with integrity, safeguarding confidentiality and trust.
High level of initiative and problem-solving ability
Exceptional attention to detail when managing high-level administrative tasks such as coordinating executive schedules.
The ability to anticipate Founder & CEO 3-5 steps ahead is key
Willing to be available outside of “working hours”
Conduct research on industry-specific topics that are relatively new and evolving, such as new building codes/local law changes, and related compliance regulations).

REPORTS TO:
Founder

BENEFITS:

We believes great people are at the center of every successful business.
Flexible PTO

COMPENSATION:

$400 - $1500 / month
PST time
Full time

Our core values are the heart and soul of this incredible company. The right person for this role will appreciate each of these values, personally subscribe to them, and understand why each is critical to having a great business.

Competitive Greatness

Be at your best when your best is needed. Enjoyment of a hard challenge. Those who have the drive to constantly improve, the superior intellect and long term commitment to see incremental improvements become compounding returns.

Sincere Candor

Have the self awareness to accurately perceive and communicate hard truths that improve others and self, the courage to do so, and the humility to accept them, even when it hurts. Nothing great can be built without feedback: internally or externally.

Unimpeachable Character

Be the type of person with whom people are always proud to associate, personally and professionally. We look for true alignment of thoughts, words, and actions towards a goal worth pursuing.