Watch Duty - Executive Assistant

Bespoke Private Service

Job Description

Watch Duty - Executive Assistant

Reports To: The CEO and VP of Operations

Work Schedule: Full-Time, Exempt

Location: Remote with travel to Petaluma and Healdsburg and occasional other travel

Start Date: ASAP

Salary Range: $85,000 - $90,000

Overview

A distinguished, forward-thinking organization that embodies the philosophy of "really nice people that really care" seeks an exceptional Executive Assistant to provide comprehensive support to their executive leadership team. This role presents a unique opportunity to serve as the nexus of critical operations, seamlessly integrating administrative excellence with strategic support. The ideal candidate exemplifies organizational mastery, flourishing in a dynamic environment where priorities evolve and adaptability is essential. You will function as the cornerstone of executive efficiency, orchestrating complex calendars, facilitating communications, and proactively addressing needs before they manifest.

This role requires a proactive strategist who navigates ambiguity with confidence and precision. Your resourcefulness and quick thinking will enable seamless transitions between diverse responsibilities. This position demands meticulous attention to detail across a spectrum of functions, from managing sophisticated communication platforms to coordinating intricate logistical challenges, including overseeing a streamlined expense management system. As a trusted steward of confidential information, discretion and integrity are indispensable qualities.

This opportunity offers significant professional growth through close collaboration with leadership in a dynamic organization. While primarily remote, occasional travel will be required to facilitate in-person meetings and events. For candidates who are exceptionally organized, technologically proficient, and enthusiastic about supporting an amazing team of high-performing, passionate, dedicated people, this role offers the chance to make a substantial impact in a fulfilling position.

Expectations

• 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar role supporting mission-driven leadership
• Advanced technological proficiency with comprehensive knowledge of Google Workspace and Microsoft Office Suite
• Impeccable integrity with absolute discretion in handling sensitive and confidential information
• Self-motivated with the ability to work independently
• Thoughtful problem-solver who asks good questions to get clarity
• Sophisticated verbal and written communication capabilities with consummate professionalism
• Extraordinary attention to detail with the capacity to anticipate and address needs proactively
• Remarkable adaptability to excel in a dynamic professional environment
• Skilled at managing multiple priorities in a fast-paced setting
• Familiarity with project management tools like Asana, Trello, or Notion is a plus
• Background in first response (Fire) is a welcome bonus

Responsibilities

• Calendar Management: Orchestrate sophisticated and evolving schedules, coordinating executive-level appointments, meetings, and events. Navigate shifting priorities with efficiency and composure in a dynamic environment.
• Communication and Correspondence: Systematize and prioritize communications across multiple channels, ensuring prompt responses while preserving the executive team's distinctive voice and intent. Primary correspondence conducted via email.
• Document Preparation: Compose and develop professional memoranda, presentations, and comprehensive decks for internal and external utilization, frequently requiring independent research and strategic analysis.
• Travel Coordination: Orchestrate domestic and international travel logistics, developing detailed itineraries that comprehensively address all potential requirements and contingencies.
• Expense Management: Oversee the implementation and use of a streamlined expense tracking system to simplify documentation and reporting processes.
• Project Management: Facilitate the administration and monitoring of diverse projects, ensuring timely completion and effective interdepartmental communication.
• Vendor Management: Administer relationships with external partners, maintaining professional correspondence and ensuring operational excellence.
• Ad Hoc Research: Conduct comprehensive, time-sensitive research for projects, vendor evaluation, or executive decision-making processes.

Benefits

• Unlimited PTO with performance - oriented philosophy
• Comprehensive Health Coverage: Premium Anthem Platinum health insurance plan
• Complete Dental and Vision coverage
• 401(k) retirement plan with 3% default company contribution (no matching required)
• Potential co-working space allowance for optimal remote work environment