Executive Assistant to CEO & Founder
COMPANY DESCRIPTION
Want to help make the world a safer, more sustainable and more creative place? It may sound like a lofty goal, but that’s exactly what we’re doing at Black Spectacles. Our platform attracts architects around the world who want to push the limits of their industry. Our content — which includes podcasts, design tutorials and exam prep — helps architects keep pace with emerging technologies and software, so they can do their best work.
Black Spectacles is ranked #11 in Education for 2019 INC. 5000 America’s Fastest Growing Company List and to keep that momentum going strong, we’re expanding our team of enthusiastic go-getters. We’re on the hunt for an Executive Assistant to the CEO/Founder who is eager to help manage email, calendar and run office operations.
JOB DESCRIPTION
This person will act as the Executive Assistant, operations authority, personal gatekeeper and right hand to our CEO/Founder in a professional and personal capacity, while supporting a constantly shifting, complex calendar of appointments, requiring communication with internal and external executives and teams. The position resides within a fast-paced environment where multi-tasking, juggling and managing a number of discrete tasks are critical to success.
Draft and manage emails/communication on behalf of the CEO, as appropriate
Ensure the CEO is on time and prepared for meetings; proactively handle extensive scheduling and Google calendar management; consistently review calendar for changes, continually monitoring and handling conflicts
Manage confidential and sensitive information with tact and discretion
Coordinate detailed travel arrangements; flight, hotel, dining, and car reservations along with overseeing that travel changes or problems are resolved and communicated
Screen incoming calls and handle accordingly
Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
Prepare both routine and confidential correspondence, reports, presentations, and other complex documents
Coordinate on and offsite meetings, meeting set-up and clean-up. Attend meetings, as appropriate, to stay informed and abreast of current projects, events, and in some cases develop meeting notes
Create and coordinate presentations for major company events
Coordinate attendance/details relating to professional memberships, community relations, civic responsibilities, and social and/or personal obligations
Work collaboratively with all functions
Follow up with executives’ teams, colleagues, consultants, and vendors on outstanding information/ materials, as requested.
Take ownership of all administrative office activities including managing vendor payments, monthly transaction reconciliation, and manage all supply procurement
Manage all insurance, 401k, and benefits communication and action
Schedule and manage new hire onboarding
Serve as a resource for office needs and event planning
Enhance company systems and processes where needed
JOB REQUIREMENTS
The person in this role will need to be a masterful problem-solver and an organizational force with complex calendaring. Additionally, the ideal candidate will have exceptional communication skills and the interest and ability to learn about Black Spectacles’ business and customers.
Minimum 5+ years of experience as an Executive Administrative Assistant supporting Executive-level management in a corporate environment
Experience supporting C-Level executives at a large and fast growing company
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response
Strong attention to detail
Excellent verbal and written communication skills
Strong problem solving, prioritizing, organizational, and time management skills
Ability to be a self-starter and work both independently and collaboratively with minimal guidance
Ability to work in a fast paced environment and exhibit grace, positivity, and a calm demeanor
Natural tendency to apply guidance, direction and information from one task to another similar task.
Proven ability to anticipate needs and stay one step ahead.
BENEFITS
- Unlimited Vacation
- Blue Cross Blue Shield health, dental, vision, short-term / long-term disability and life insurance.
- Flexible Savings Accounts and Health Savings Accounts
- 401k with Employer match
- Employee referral program
- Free weekly team lunch
- Commuter pre-tax program
- Team events: quarterly social gatherings
- Office perks:
- Weekly happy hour
- Open work space environment
- Ergonomic chair, stand-up desk equipment available.
- Discounts to multiple services
Black Spectacles is an equal opportunity employer.