Executive Assistant

Executive Assistant & Office Manager About Us Sleepyhead is one of the fastest-growing brands in the sleep industry - recently named to the Inc. 5000 list of America's fastest-growing private companies. We're a modern, Scottsdale-based e-commerce company shaking up the college sleep market with our premium mattress toppers and sleep essentials. Known for our high-performance products, data-driven marketing, and strong brand identity, Sleepyhead has built a loyal following of students, parents, and young adults nationwide. Position Overview Sleepyhead is seeking a highly organized, proactive, and adaptable Executive Assistant & Office Manager to support our CEO and oversee day-to-day office operations in our Old Town Scottsdale office. This role is ideal for someone who thrives in a fast-paced, entrepreneurial environment and enjoys being at the center of daily business operations. The ideal candidate will manage the CEO's calendar and travel, help coordinate communication between leadership and the team, maintain an organized office, and ensure important details and follow-ups do not fall through the cracks. This is more than a traditional administrative role. We're looking for someone who anticipates needs, takes initiative, communicates effectively, and uses modern technology and AI tools to help the CEO and team operate more efficiently. The right person is resourceful, trustworthy, and comfortable working with different departments while keeping leadership organized and informed. Compensation: 65,000-80,000 annually, based on experience. Key Responsibilities Executive Support & Calendar Management Manage and maintain the CEO's calendar, including meetings, appointments, deadlines, and daily priorities. Proactively organize the CEO's schedule, resolve scheduling conflicts, and ensure adequate preparation time between commitments. Coordinate internal and external meetings, including scheduling, agendas, meeting materials, and logistics. Prepare presentations, briefing documents, and other materials ahead of important meetings. Coordinate travel, including flights, hotels, ground transportation and reservations. Manage travel changes and unexpected scheduling adjustments efficiently. Handle confidential correspondence and communications with professionalism and discretion. Track meeting follow-ups and outstanding commitments to ensure important items are addressed. Anticipate the CEO's needs and help keep daily priorities organized and on track. Team Liaison & Communication Serve as a liaison between the CEO, leadership team, employees, and external partners to support clear communication and alignment. Help ensure information, requests, and important updates are communicated to the appropriate team members. Follow up with team members on outstanding questions, decisions, and action items from leadership meetings. Help coordinate meeting schedules and ensure participants have the information they need ahead of time. Maintain organized notes, key decisions, and follow-up items from meetings. Help keep leadership informed of pending items, scheduling needs, and issues requiring attention. Assist with coordinating internal communications and ensuring important information reaches the right people. Build strong working relationships across departments and help facilitate smooth day-to-day collaboration. Exercise sound judgment when determining what needs the CEO's attention and what can be handled or directed elsewhere. Office Management & Operations Oversee day-to-day office operations to maintain an organized, professional, and productive work environment. Manage office supplies, equipment, inventory, and general office needs. Coordinate with building management, vendors, service providers, and external contacts. Arrange office maintenance, repairs, deliveries, and vendor appointments. Maintain efficient office procedures, administrative systems, and organized records. Coordinate team meetings, company events, celebrations, and in-office activities. Support new employee onboarding logistics, including workspace preparation, equipment coordination, and general office orientation. Assist with expense tracking, invoice coordination, and other administrative processes. Identify opportunities to improve office efficiency and implement practical solutions. Technology, AI & Administrative Efficiency Use AI tools to improve productivity, streamline administrative tasks, organize information, and reduce repetitive work. Leverage AI for research, meeting preparation, summaries, documentation, and communication support. Utilize tools such as Asana, Google Workspace, and other productivity platforms to organize follow-ups, maintain visibility into priorities, and keep information accessible. Help the CEO and team stay organized through effective use of calendars, task lists, shared documents, and communication tools. Identify opportunities to simplify administrative processes and improve how information is organized and shared. Stay open to learning new technologies and implementing tools that make day-to-day operations more efficient. General Administrative Support Maintain organized digital files, records, documents, and shared folders. Assist with preparing reports, spreadsheets, presentations, and internal communications. Provide administrative support to the CEO and leadership team as needed. Coordinate special requests and help ensure deadlines and commitments are not overlooked. Handle sensitive company and employee information with a high level of confidentiality. Qualifications Education & Experience Bachelor's degree preferred. 3-5 years of experience in an executive assistant, office manager, or similar administrative support role. Previous experience supporting a CEO, founder, or senior executive is strongly preferred. Demonstrated experience managing complex calendars, coordinating business travel, and handling executive scheduling. Experience communicating across teams and coordinating administrative needs in a fast-paced environment. Proficiency with Google Workspace, particularly Google Calendar, Gmail, Google Docs, and Google Sheets. Familiarity with tools such as Asana or similar platforms is a plus. Experience using AI tools to improve productivity and workflows is preferred. Experience in a high-growth or entrepreneurial company is a plus. Skills & Abilities Exceptional organizational skills and attention to detail. Strong calendar management, scheduling, and travel coordination abilities. Excellent written and verbal communication skills. Ability to communicate professionally with employees, executives, vendors, and external partners. Strong follow-through and the ability to keep track of multiple requests and outstanding items. High level of professionalism, discretion, and sound judgment when handling confidential information. Ability to anticipate needs, solve problems independently, and prioritize competing demands. Tech-savvy, adaptable, and comfortable learning new systems and AI tools. Ability to stay organized and effective in a fast-paced environment where priorities may change. Personal Attributes Highly organized, intelligent, and resourceful. Proactive and solutions-oriented, with a strong sense of ownership. Professional, polished, and approachable. Trustworthy and comfortable handling sensitive information. Strong interpersonal skills and the ability to work well with different personalities and departments. Self-starter who anticipates needs and follows through without constant direction. Comfortable being a central point of contact and helping keep the team connected. Dependable, adaptable, and committed to helping the business run efficiently. Work Environment This is an in-person position based in Sleepyhead's Old Town Scottsdale office. The ideal candidate enjoys working closely with leadership and the broader team in a collaborative, fast-paced office environment. Candidates should be comfortable with the demands of a growing e-commerce company, including shifting priorities, busy periods, and occasional needs outside a standard administrative routine. #J-18808-Ljbffr Sleepyhead