Executive Assistant

Executive AssistantPay Range - $40 - $45/hrPrimary Support AllocationBrand & Creative: Approximately 75%Finance: Approximately 25%Key ResponsibilitiesExecutive SupportManage complex calendars and scheduling across multiple prioritiesCoordinate internal and external meetingsPrepare meeting agendas and materialsTake notes during meetings and distribute action items as neededTrack follow-ups and help ensure commitments don't fall through the cracksArrange travel and prepare itinerariesCoordinate expense reports and purchase requestsCoordinate signatures, approvals, and administrative paperworkHandle confidential information with professionalism and discretionAdministrative & Operational SupportOrganize digital files, documents, and shared resourcesDraft, proofread, and format presentations, documents, and correspondenceCoordinate with vendors, consultants, and external partnersResearch products, services, venues, and vendors as requestedOrder office supplies and manage administrative logisticsSupport recurring administrative processes and special projectsIdentify opportunities to improve workflows and organizational efficiencyBrand & Creative SupportPrepare presentation decks and meeting materialsOrganize creative assets and reference materialsCoordinate logistics for photo shoots, video productions, and live eventsCreate transcripts after live eventsShip materials to speakers, partners, and vendorsProofread marketing materials for consistency and accuracySupport award submissions, grant materials, and other organizational initiativesFinance SupportProvide day-to-day administrative support to the CFO including document management and organizing digital files in DriveCoordinate meetingsAssist with special projectsLearn Navan (T&E Software) and help program our T&E policy in it, including setting up all employeesWork with Admin team on expense tracking for Events, Productions and MarketingAssist with the preparation of Board decks for the four non profit organizations.Qualifications7+ years of experience as an Executive Assistant, supporting C-level executives.Proven ability to manage complex calendars, travel arrangements, and administrative tasks with exceptional accuracy and efficiency.Impeccable communication skills, both written and verbal.Strong organizational skills and attention to detail.Proficiency in (Word, Excel, PowerPoint, Outlook) and other suite relevant software applications.Ability to work independently and as part of a team.Exceptional judgment, discretion, and problem-solving skills.Ability to handle multiple priorities and meet deadlines in a fast-paced environment.Experience with international travel arrangements and visa applications is highly desirable.Bachelor's degree preferredMon-Thursday- remote FridayThe Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, paid time off, paid sick and safe time, hours of paid vacation time, weeks of paid parental leave, and paid holidays annually – as applicable.