The Executive Assistant will provide high-level administrative support directly to the CEO and the executive management team. This role requires a highly self-motivated, professional individual who is adept at multitasking and managing a diverse workload in a fast-paced environment. Key responsibilities include administrative duties, managing the CEO’s calendar and travel arrangements, coordinating events, and handling personal tasks. The ideal candidate will possess strong organizational skills, demonstrate discretion, and have the ability to prioritize tasks effectively.
Scheduling& Calendar: Expertly manage and oversee the CEO's busy calendar, ensuring efficient time management and talking through prioritization of tasks. Take charge of registration for various external conferences, events and speaking opportunities.
Administrative Duties: Conduct comprehensive email triage, including monitoring and flagging emails for follow-up for the CEO. Proficiently transcribe and/or research topics sent via voice memo, transforming them into detailed, actionable items. Additionally, manage reimbursements, track vital tax documents, oversee bill payments, and perform credit card reconciliation to ensure financial accuracy and streamline administrative processes.
Travel Coordination: Manage extensive domestic and international travel arrangements for the CEO and family, encompassing passports, visas, flights, hotels, and local transportation. Additionally, oversee property management during their travels, ensuring seamless property upkeep.
Event Management: Plan and execute a wide range of events, from intimate VIP gatherings to assisting in large-scale trade show planning. Responsibilities include securing venues, sending out invitations, coordinating catering services, organizing activities, and arranging entertainment to ensure memorable and successful events.
Technology Integration: Proactively engage with cutting-edge technologies to enhance productivity and efficiency. Demonstrated proficiency using Mac and Google Workspace is crucial. Experience with applications such as Slack, Sales Force, ChatGPT, Superhuman, and Bill.com is preferred.
Confidentiality and High-Profile Interactions: Uphold strict confidentiality and exercise discretion in all aspects of the role, particularly when managing information and interactions involving high-profile individuals and sensitive matters. Ensure a trusted and professional approach is maintained in all scenarios.
Personal Assistant Tasks: Manage a variety of personal errands for the CEO and family, Oversee personal tasks as assigned and support the CEO's personal wellness goals and routines, ensuring a balanced and well-organized personal life.
Annual Travel Requirement: Be prepared for travel to California once per year to participate in our annual trade show in May, The Global Synthetic Biology Conference. This travel involves coordination and active participation, showcasing the ability to adapt and excel in a dynamic, on-site environment.
● Minimum of 5-8 years of progressive experience in executive support or business management.
● Ability to work consistently within US time zones.
● Flexible, Remote Working Environment
● PTO & Sick Days
● Health Benefits (Medical, Dental & Vision)
● Family Leave (Maternity, Paternity, Medical, Caregiver)
● 401(k) Plan: Employees have the option to contribute to a retirement plan for personal financial planning with a 4% company match.
Please send your resume and cover letter to firstname.lastname@example.org.