Executive Assistant to the CEO

Job Description

• Exercising autonomy, judgment and problem solving skills to ensure that our CEO can operate at max productivity and effectiveness • Organizing and maintaining a complex calendar; prioritizing and coordinating an ever-changing schedule and priorities • Understanding the preferences, including meeting cadence, communications, travel logistics, and conference room preparation of our CEO • Coordinating and overseeing complex domestic and international travel arrangements, including all necessary documentation • Scheduling and running high-profile meetings, including Board meetings, Executive off-sites, and ongoing staff meetings. This includes, but is not limited to, attendee communications and venue management/coordination • Preparing and coordinating agendas and materials for meetings, presentations, and events, ensuring the CEO is well prepared • Liaising with internal executives & teams, as well as external business contacts (including investors and board members) • Coordinating in-office meetings with external partners, serving as the first face of our organization, and providing them with a great experience • Collaborating closely with the rest of the admin team on projects and contributing to a dynamic and supportive environment • Providing full support to our CEO: managing company and personal details while maintaining full discretion and confidentiality • Coordinating any health and tech related conferences/events as needed • Actively communicating to ensure that you and our CEO are consistently in the loop regarding high priority initiatives • Independently managing select communications on behalf of the CEO • Building, documenting and launching processes for recurring projects/tasks • Completing expense reports for the CEO and managing company documents and contracts as needed • Personal assistant duties, inclusive of running errands, booking appointments, communicating with family, and ad hoc projects as needed • Managing and coordinating all personal appointments optimizing their schedule for efficiency and effectiveness while demonstrating discretion and attention to detail in managing personal (confidential) matters • Other personal tasks as necessary

Qualifications

• 8+ years of previous experience as an Executive Assistant supporting C-level executives or senior management • Extensive experience with calendar management, travel arrangements, and event coordination • Meticulousness. You have an extreme attention-to-detail and are autonomous and proactive • A strong sense of urgency and a passion for getting results (we move fast around here!) • Proven problem-solving and critical thinking skills. You’re confident taking initiative and adapting to changing priorities and deadlines • Superb communication skills. You believe in keeping all of your stakeholders in the loop and know that multiple mediums of communication are the key to success • Strong project management skills and a history of creating process / establishing best practices • The ability to work effectively and maintain composure under pressure, handling high-stakes and urgent situations with professionalism • Intellectual curiosity - you think critically and love understanding the “why” behind decisions • A successful and proven background of juggling and prioritizing multiple tasks/projects/events simultaneously and effective • Humility. You believe in treating all people with dignity and respect, regardless of title or tenure • Personal assistant experience • The desire to work in office in a hybrid capacity (4 days a week, 5 as needed) • The ability to work when needed during off hours to support the CEO and high priority initiatives

Benefits

• Flexible, hybrid work environment • Unlimited PTO • 100% paid employee health benefit options • Employer funded 401(k) match • Corporate wellness programs with Headspace and Peloton • Sabbatical leave (for employees with 5+ years of service) • Competitive parental leave • Cell phone reimbursement • In office perks including: • Catered lunch everyday along with snacks • Commuter Benefits • Convenient Soho location