Remote Executive Assistant to CEO

Planted

Oakland, CA

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Planted (Techstars Alum) is a smart career platform that matches top business talent with growing companies.

About the job:

We're looking for a dependable and motivated individual who's ready to hit the ground running. As an Executive Assistant, you'll tackle multiple tasks, projects, and day-to-day priorities in a fast-paced work environment.

The ideal candidate has impeccable organizational skills, is a creative problem-solver, and adapts well to change. This is a great position for someone starting out in their career (i.e., recent grad) or looking to make a transition.

Responsibilities:

  • Coordinate and manage committee meetings and logistics; schedule conference calls; prepare committee meeting materials, including synthesizing information, analyzing data, collecting stakeholder input, drafting memos, presenting recommendations, taking meeting minutes and following up on action items.
  • Provide administrative support to the team ensuring team organization, managing detailed calendars, meeting scheduling and travel arrangements, incoming and outgoing invoices, expense reports and vendor/consultant agreements; keep contacts database up-to-date.
  • Coordinating inbound and outbound communication as well as internal and external program processes and resources.
  • Assist with the development of external facing communications and content (e.g. webinars, newsletters, emails, website content)
  • Detail oriented with strong organizational and planning skills in a fast-paced environment.
  • Able to perform duties with a high level of confidentiality and discretion while exhibiting integrity and trustworthiness with sensitive information.
  • Organized and conscientious yet managing shifting priorities and thriving in ambiguity.
  • Ambitious, engaging and positive self-starter that is flexible, patient and open-minded with a great attitude.
  • Independently seek to identify and resolve problems in a timely manner with minimal direction and maturity, being a creative and proactive problem-solver.
  • Confident, decisive and experienced communicator with strong written and verbal skills that can use tact and diplomacy when interfacing with different personalities within and outside of the company.
  • Interested in growing with the company.

About you:

  • BA/BS degree
  • 5+ years of relevant experience providing executive support
  • Exceptional planning and organization skills
  • Excellent interpersonal, collaborative and communication skills; able to interact successfully with people of all levels internally and externally
  • Tech-savviness and proficient in Word, Excel, PowerPoint, and Outlook
  • Ability to anticipate needs, identify issues impeding success, and propose creative, viable solutions. Cope well with ambiguity and changes in direction as solutions are developed
  • Collaborative working style. Ability to effectively build relationships with staff at all levels. Desire to be helpful in any way needed to support the team, program, and organization
  • Ability to act on own initiative and make decisions
  • Sound judgment and discretion when handling sensitive and confidential information

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