Executive Assistant

Executive Assistant

Pay Range - $40 - $45/hr

Primary Support Allocation

• Brand & Creative: Approximately 75%
• Finance: Approximately 25%

Key Responsibilities

Executive Support

• Manage complex calendars and scheduling across multiple priorities
• Coordinate internal and external meetings
• Prepare meeting agendas and materials
• Take notes during meetings and distribute action items as needed
• Track follow-ups and help ensure commitments don't fall through the cracks
• Arrange travel and prepare itineraries
• Coordinate expense reports and purchase requests
• Coordinate signatures, approvals, and administrative paperwork
• Handle confidential information with professionalism and discretion

Administrative & Operational Support

• Organize digital files, documents, and shared resources
• Draft, proofread, and format presentations, documents, and correspondence
• Coordinate with vendors, consultants, and external partners
• Research products, services, venues, and vendors as requested
• Order office supplies and manage administrative logistics
• Support recurring administrative processes and special projects
• Identify opportunities to improve workflows and organizational efficiency

Brand & Creative Support

• Prepare presentation decks and meeting materials
• Organize creative assets and reference materials
• Coordinate logistics for photo shoots, video productions, and live events
• Create transcripts after live events
• Ship materials to speakers, partners, and vendors
• Proofread marketing materials for consistency and accuracy
• Support award submissions, grant materials, and other organizational initiatives

Finance Support

• Provide day-to-day administrative support to the CFO including document management and organizing digital files in Drive
• Coordinate meetings
• Assist with special projects
• Learn Navan (T&E Software) and help program our T&E policy in it, including setting up all employees
• Work with Admin team on expense tracking for Events, Productions and Marketing
• Assist with the preparation of Board decks for the four non profit organizations.

Qualifications

• 7+ 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 preferred
• Mon-Thursday- remote Friday

The 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.