Executive Assistant

Job Description

Job Description

We’re looking for a smart, organized, savvy, and trustworthy individual to be our executive assistant. You will be supporting a husband-wife ownership team in both business and personal tasks.

Together we lead a number of businesses, including Bryghtpath, serve on several non-profit boards, and lead one of the largest security conferences in the United States.

We're also involved in Second Amendment political advocacy, so this willl need to be something that you are comfortable with supporting.

To be direct, we’re looking for a highly organized and extraordinarily detail-oriented individual who has previous experience as an executive assistant for a senior executive or business owner.

This position is structured as a mix of work-from-home and on-site at our office in Shoreview, Minnesota. On-site will be required at least three days a week typically, but you can work all five days from the office if desired.

You’ll be joining a small, nimble, successful, business that is growing significantly year over year.

The work is challenging, global, fast-paced, and ever-evolving. Our clients run the range from large, established Fortune 50 enterprise organizations to local and regional startups that are breaking new ground with their products and services.

We have industry concentrations in healthcare, non-profit, retail, energy, and technology / new media businesses currently.

The work is never boring and the opportunities to learn new skills are present every day.

Position Overview

• This is a fast-paced, detail-oriented role. Expect to receive multiple Slack or e-mailed requests per day from the owners, many of which will include tasks that will need to be prioritized and completed that day.
• You’ll be responsible for managing large aspects of our business and personal details, including travel, scheduling, and coordination with our team.
• Our office environment is fairly laid back, with a casual dress code, and a fun, lively culture. At the same time, we have high expectations for our team.

This is definitely not a slow-paced 9-5 role.

• If you have extensive experience managing an executive or business owner’s calendar, travel, and personal affairs, this position will be challenging and rewarding.
• You should be highly comfortable with technology. We utilize Notion for project management and internal processes, Slack for internal collaboration, and email very sparingly.

Tasks and Responsibilities

Book all travel arrangements, including lodging, transportation, and activities, in the United States and internationally.

You’ll work with our contracted travel agency directly.

• Maintain daily calendar, arrange calls, meetings, and conferences while making sure all details are handled in a clear and organized manner.
• Assist with monitoring of e-mail, voicemail, and Slack, including responding to clients, partners, and other business contacts.
• Serve as point person for both internal and external stakeholders.
• Assist with event planning for small team meetings and client events, including travel arrangements, meeting rooms, dining options, activities, coordinating with all attendees, and often some onsite execution.
• Assist with the creation and review of business documents.
• Track and maintain updated records on various business filings and compliance activities coordinate as needed with outside counsel.
• Maintain office supplies. Manage small fulfillment and follow-up tasks. Coordinate with bookkeepers, accountants, and others as necessary.
• Handle personal details for owners such as online shopping, ordering gifts, scheduling personal appointments, and maintaining office and household items.

Requirements

Knowledge and Skills

• Ability to manage multiple incoming requests, while ensuring they are relayed or handled at the appropriate time, in the necessary order and in the correct manner
• High level of experience with collaboration tools (Slack) and project management tools (Notion)
• Ability to quickly learn new software applications
• Capability to set up new systems and processes in order to streamline business and personal functions
• Ability to solve tasks with minimal or no guidance
• Ability to work under pressure and quickly and efficiently problem solve, all while with frequent interruptions

Education and Experience

• At least 2+ years of experience as an Executive Assistant for an executive or business owner
• Ability to handle significant amount of emails / day and messages via Slack, including rapid tasks and long-term projects.
• Exceptional ability to communicate progress on multiple projects
• Must be highly organized and efficient
• Trustworthy with strong personal integrity
• Forward-thinker who can proactively handle circumstances and situations to head off crisis situations
• Experience managing an executive calendar
• Killer ability to multi-task
• Must be flexible with schedule. Our CEO travels often and our time zone changes regularly as travel occurs.
• Top-notch communication via e-mail, phone, and Slack external and internal
• Proven ability to prioritize tasks
• A perfectionist with super-attention to detail
• Self-starter, self-motivated and able to work independently with minimal oversight
• Must be comfortable developing and working in a fast-paced environment with a limited amount of face-time.

Benefits

• Compensation is dependent upon experience, skills, & education.
• For employees, we offer
• Retirement Plan (401k, IRA)
• Unlimited Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Training & Development
• Wellness Resources
• We do not presently offer healthcare but plan to do so in the future.
30+ days ago