Executive Assistant to Leadership Team

Job Description

JOB  DETAILS

The Role

The Executive Assistant will work closely with the Leadership Team to maximize efficiency, help meet deadlines, and support the operational needs of the business. Typical tasks may include:

• Calendar & Scheduling:
  • Managing the calendars, including scheduling meetings, appointments, and travel itineraries.
  • Ensuring alignment with priorities and adjusting schedules as commitments evolve.
  • Overseeing deadlines and ensuring timely follow-through.
• Inbox & Communication Management:
  • Managing email inboxes to include organizing, drafting responses, responding directly (when appropriate), and prioritizing correspondence.
  • Screening calls and inquiries, handling them when appropriate.
  • Preparing and reviewing correspondence, ensuring professionalism and accuracy.
  • Keeping the Leadership Team apprised of daily priorities, project progress, and potential delays.
  • Providing summarized reports and updates on operational activities.
  • Communicating within project management tools to track and manage priorities and timelines.
• Meeting Support:
  • Preparing members of the Leadership Team for meetings by providing relevant materials and background information.
  • Taking detailed notes during meetings, summarizing recaps, tracking action items, and ensuring completion.
  • Facilitating internal meetings by scheduling, creating agendas, and ensuring follow-ups.
• Confidentiality & Advocacy:
  • Maintaining the highest level of confidentiality for sensitive matters.
  • Anticipating and resolving potential issues proactively.

• Project Management & Liaison:
  • Overseeing and managing internal projects and timelines in collaboration with the project manager and team members.
  • Acting as a liaison between business development, creative, and operations teams to ensure project success.
  • Assisting with the creation of proposals, presentations, and internal documents.
  • Supporting the various projects under the Leadership Teams’ purview, including managing deadlines and deliverables.
  • Assisting with company initiatives like event planning and speaker decks.

• Travel & Expense Management:
  • Coordinating team travel logistics and managing expense reports.
  • Ensuring travel itineraries align with priorities and operational needs.
• Partner Relations:
  • Sending gifts and proactively looking for ways to foster the expression of our core value of Gratitude.
  • Managing partner relationships and professional networks (e.g., LinkedIn, Giving Institute, etc).

• Proactivity & Initiative:
  • Identifying and implementing improvements across tools, processes, communications, and deliverables.
  • Identifying opportunities to take tasks off the Leadership Team’s ‘ plates and owning them independently.
  • Helping streamline operational tasks to enable the Leadership Team to focus on strategic priorities.
  • Staying ahead of needs to ensure seamless day-to-day operations.

Background/Requirements

Past experience being an executive, project or sales assistant. Experience in Google Suite, including Docs and Sheets. Experience in Adobe Creative Cloud applications, as well as project management softwares such as Asana, ClickUp, or Harvest, is a bonus. Proven ability to juggle assignments while maintaining a high standard of work, organization, and meticulous attention to detail. Polished and professional communication skills.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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