The Executive Assistant & Operator position encompasses the roles, responsibilities, results and requirements as detailed below.
Role
This position will be fluid, evolving, and challenging. We are looking for someone who enjoys working in a fast paced, dynamic work environment that will change on a regular basis. Ideal candidate should be reliable, driven, organized and detail oriented.
As Executive Assistant to the CEO you will be responsible for ensuring that the CEO spends the vast majority of her time working on, rather than in the business. You are the first line of defense against tactical tasks, projects, email and anything else that prevents her from doing so. If a task cannot be outsourced or assigned to another team member then you will handle it yourself until it can be documented and passed off to a new hire or contractor.
Responsibilities
Assistant to the CEO
- Keep the CEO focused on the company goals and not distracted by anything else.
- Gather data and populate company Metrics and Monthly Reporting.
- General support for operations e.g. annual filings, paperwork, events, etc
- Managing the CEO’s calendar, productivity, travel, and logistics.
- Helping CEO complete the items on her personal and business to-do list.
- Assist CEO with correspondence and ensure messages are answered in a timely manner.
- Keep track of the long to-do list, take initiative to complete items, and ensure no deadlines are missed
Administrative, Human Resources, and Project Management Support
- Lead certification renewals and new applications for small business certifications, ensuring we meet all deadlines.
- Offer project management support, set up for new projects, creating teams, roles and responsibilities, monitor project budgets and project reports
- Managing the creation, implementation, and support for all HR policies, processes, and documentation.
- Ensure team reviews are completed per company guidelines
- Work with each team member to create and document all company processes/systems to be used as a resource for future hires.
- Turn tactical assignments into documented processes that can be handed off to other team members or contractors.
- Identify, delegate, or handle any one-off projects that come up and do not fall within the job description of other team members.
Results
- We follow the communication rhythm and all of the targeted interactions.
- We practice transformational leadership in our organization and allow people to understand what they are truly capable of.
- The projects we commit to are completed on time and create the desired outcome for our company and our clients.
- We use the minimum effective dose systems and platforms in order to get the greatest results.
- We can use the data within our team to make improvements to our processes and increase our profitability.
- We have a catalog with full documentation on all of the company’s systems and processes.
- The CEO has fewer and fewer tasks until eventually there are none.
Requirements
- High-level communication skills
- Emotionally self-regulate even during times of pressure and stress to be present for the team.
- Able to consistently understand the intent and vision of the CEO, work as a sounding board for the CEO.
- Ability to set goals and develop achievable timelines to hit them.
- Highly developed self-awareness and leadership skills.
- You will work to decrease the noise of the CEO and be her barrier.
- A solid understanding of how to use and create complex spreadsheets in Microsoft Excel and/or Google Sheets.
- A quiet home work environment, including:
- A computer
- Cell phone
- High-speed internet
To Apply, send a Cover Letter, Resume, Availability and References. Without them you will not be considered.
Background and/or experience in the field of Architecture, Marketing, or Business Development a plus.
This is a Remote or Hybrid position.
Equal Opportunity Employer
