In this role you will . . .
- Maintain and manage the CEO’s calendar;
- Own and operate complicated meeting schedules, frequently including people spread across multiple time zones--creating and sharing related correspondence before and after meetings occur, and keeping track of meeting notes as needed.
- Oversee the CEOs' daily schedule, balancing long-term projects, recurring tasks, and urgent requests to assure time is being used as effectively as possible.
- Could it have been an email? Avoid this post-meeting inquiry whenever possible by proactively determining when a meeting is required and when asynchronous communication will suffice.
- Maintain a working knowledge of the schedules and priorities of other executives, direct reports, or employees who frequently interact with the CEO.
- Budget time on the CEO’s calendar for the things busy humans often forget, including eating lunch and proactively ordering food when necessary.
- Own and oversee multiple forms of correspondence for the CEO;
- Manage and maintain the CEO’s inbox, making sure emails are responded to swiftly, grammatically correctly (unlike this JD), and those that are the highest priority are addressed first.
- Proofread, edit, and produce written correspondence and presentations on behalf of the CEO for internal and external use, including board-level communications.
- Act as a liaison, applying excellent judgment and general knowledge of the business to filter and prioritize requests made of the CEO.
- Other duties include;
- Stay current on all projects and commitments of the CEO.
- Book travel and create corresponding itineraries for business as well as personal trips when required.
- Assist with the planning of company or related events involving the CEO as needed.
- Manage and improve current systems, workflows, and communications to drive efficiency.
- Exercise discretion and maintain confidential information.
You have . . .
- Minimum of 2 years as an Executive Assistant, ideally with some portion of that time spent in a remote work environment.
- Previously managed the calendar(s) and inbox of one or more executives, involving coordinating and scheduling across multiple time zones.
- Exceptional organization and prioritization - able to manage multiple concurrent tasks and competing deadlines, and determine what needs to get done when.
- Strong communication skills - experience executing written and verbal communications across multiple platforms with people at all levels internally and externally.
- Able to anticipate needs before they arise - foreseeing potential conflicts and preventing them, and proactively identifying needs and preparing for them.
- Technically savvy - proficient in Gsuite and macOS with the ability to learn new tools and technologies quickly.
- Flexible - highly adaptable to sudden changes and able to shift seamlessly between priorities while continuously maintaining composure.
- Good judgment/autonomy - able to make reasonable decisions with limited direction and surface issues to the appropriate person when needed.
- Team player - experience working with multiple stakeholders and contributing to team goals/projects when appropriate.
- Able and willing to work flexible hours outside of 9-5 (Mountain Time), often requiring evening availability.
- Experience at an early stage or high-growth startup.