Executive Assistant/Office Manager

Executive Assistant/Office Manager

Requirements

• 3+ years of experience in an administrative, executive assistant, operations, or office management role, preferably within a creative or fast-paced environment.
• Strong time management and organizational skills and the ability to manage multiple tasks simultaneously.
• Exceptional communication skills, both written and verbal.
• A positive, proactive, and adaptable attitude, with a no-job-too-small attitude.
• Willingness to take on new tasks, challenges, and responsibilities as the company grows.
• An interest in contributing to company culture and operations.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Experience at an early-stage startup is preferable.

Responsibilities

• Provide high-touch administrative support to the CEO, dedicating 50-70% of your time to calendar management, meeting scheduling, travel coordination, inbox management, and ensuring smooth day-to-day operations.
• Act as the glue that keeps the CEO organized, ensuring they stay focused and that the business runs efficiently as we grow.
• Proactively anticipate the CEO’s needs, staying one step ahead of tasks and priorities.
• Represent the CEO’s voice in communication, decision-making, and daily interactions, acting as an extension of them.
• Coordinate complex scheduling and calendar management, handling shifting priorities and maintaining organization in a fast-paced environment.
• Support the day-to-day operations of the office, ensuring smooth processes and providing overall team support.
• Coordinate office essentials, including food, vendor management, deliveries, snacks, and beverages.
• Organize and design workspaces. This can include ordering furniture, designing layouts, and creating inspiring office environments (bring us your best Pinterest board!).
• Manage office supplies and resources, ensuring everything is well-stocked and readily available.
• Contribute to a positive, inclusive, and creative office culture by supporting employee engagement initiatives such as happy hours, team-building events, summer outings, holiday parties, and team dinners.
• Actively contribute ideas to improve office processes and enhance the working environment.
• Assist with ad-hoc duties to keep the office running smoothly.
• Collaborate with the operations team on event coordination, logistics, meeting preparation, travel arrangements, and data scraping.
• Support business development projects, including compiling contact lists, gathering email addresses, and assisting with invoices.

Preferred Qualifications

• Experience at an early-stage startup is preferable.