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Senior Administrative Assistant

Irvine, CA (Option to be remote)

Sr. Administrative Assistant | Acorns

At Acorns, we’re building a financial wellness system that enables everyday Americans to save and invest every day. We are transforming the category and recruiting a team that is relentless at fulfilling our mission. The Acorns team comes together every day to look after the financial best interests of its customers, the up-and-coming. If you thrive in an environment where you can push yourself beyond all previous thresholds of possibility, come join us at Acorns.

Acorns is seeking a dynamic and motivated Sr. Administrative Assistant to support 2 to 3 members of the senior leadership team. As an Sr. Administrative Assistant you will provide flawless, proactive operational support to senior executives. This role will perform a wide array of administrative functions requiring confidentiality, initiative, innate organizational skills and sound decision making.

This role has the option to be remote or based in our Irvine, CA or New York offices.

You are not expected to have experience with all listed requirements. If you feel passionately about Acorns’ mission, vision and values, please apply.

Within 1 month, you will:

• Learn your leader’s team organization, style and preferences
• Meet with key iniduals and leaders to become integrated into and understand the Acorns culture
• Familiarize yourself with internal and external partners that you will have consistent contact with
• Become proficient and effective with Acorns systems and tools that are needed for daily communication and organization
• Attend staff meetings and follow up on action items
• Partner with other Acorns admin staff to ensure seamless experience for full leadership team

WIthin 3 months, you will:

• Be a trusted partner to your leaders and other stakeholders
• Thoughtfully manage the demanding schedule of your leaders, including scheduling internal and external meetings and handling travel arrangements.
• Proactively anticipate needs and provide input on how to maximize efficiency for your leader
• Create, plan and execute on department events and meetings, which may include off-site meetings, team events, depart staff meetings and trainings
• Handle administrative responsibilities such as monthly business report consolidation, expense reimbursements and contact/distribution list management
• Assist with projects and project management to enhance effectiveness of leaders’ teams or broadly across the organization

What you will bring to Acorns:

• 2+ years experience providing administrative support
• Ability to manage complex calendar management without breaking a sweat
• Excellent organization skills, acute attention to detail, ability to handle multiple tasks in a fast paced and time sensitive environment
• Strong problem solving skills and poise under pressure
• Curiosity for learning new areas, including managing projects and taking on new challenges
• Possess a “can-do” attitude for all situations, no task too big or too small to handle
• Exceptional relationship building and influencing skills at all levels – upward/downward/sideways.
• Track record and reputation of demonstrating high degree of discretion and confidentiality
• Proficient in Google Workplace (Gmail, Calendar, Meet, Drive, Docs, Sheets, Slides, Forms)
• Experience with MS Office Suite (Word, Powerpoint, Excel) and Apple Keynote

What we offer:

• Competitive salary and stock options
• A comprehensive benefits package to meet the needs of you and your family
• Flexible paid time off
• Numerous career possibilities that allow you to grow with Acorns
• Talented and motivated team members who care deeply about one another, our mission and our customers.
• The rare opportunity to create a new world. We inspire one another every day to do meaningful work that solves big societal challenges.

About Acorns:

Acorns is how everyday consumers save & invest for the long term. By putting tools of wealth-making in everyone’s hands, Acorns has become the largest subscription service in U.S. consumer finance, serving over 5 million everyday Americans. Customers get automated investing in ersified portfolios built with help from experts. Acorns easy retirement account allows customers to invest in their future in minutes, no expertise required. To help everyone spend smarter, Acorns introduced banking that invests with every swipe, and cash-forward rewards. And, everyday Americans may invest in their kids and get money news they can use, all from the same app. To date, customers have invested over $15 billion with Acorns, much of it in spare change. From acorns, mighty oaks do grow!

Mission:

With benevolence and courage, we look after the financial best interests of the up-and-coming; beginning with the empowering step of micro-investing.

Commitment to Diversity, Equity & Inclusion:

Acorns believes ersity, equity and inclusion are fundamental obligations that strengthen our team. We need a erse, multi-disciplinary team to build a meaningful company and culture.

Values:

1. Lead with heart
2. Make bold decisions
3. Always build trust
4. Never stop growing
5. Find a way

Executive Assistant to Support High-Functioning CEO (Remote)

REMOTE

United States

Management

Full time

Description

Paradigm Life believes in a better financial system. One that makes life more predictable. We help clients create customized financial solutions proven to reduce risk, increase growth, minimize taxes, and put clients in the driver’s seat of their wealth – not Wall Street.

We are looking for an Executive Assistant who knows how to compliment a CEO who hasn’t worked with an assistant in two years. Our CEO knows of the benefits of having a great Executive Assistant, yet he’s never experienced what it’s like to work with an Executive Assistant who anticipates his needs, makes his life easier, and knows how to oversee functions to keep a pulse on the operations so he doesn’t have to.

The Executive Assistant will report to the President of the Company and will support both the CEO and President; with a majority of the time spent with the CEO. When the CEO is kept out of operations, yet still has a pulse on each team and scoreboard and can spend his time being creative within the company, you will know you are successful. You should have a go-getter attitude, experience in an Executive Assistant position, and possess a versatile skillset to ensure the company’s workflow runs smoothly. It’s imperative this candidate be proactive, open to new challenges, meet deadlines, communicate effectively, and serve as a great team player.

Requirements

Persona Defined:

1. Analyzer: Enjoys finding patterns, identifying problems & creating efficiencies.
2. Optimizer: Naturally systemizes the predictable and fine tunes optimization.
3. Influencer: Ability to collaborate and get buy-in that inspires and helps guide stakeholders to drive the business.

You will function as the liaison on behalf of the CEO between multiple teams, often driving key initiatives.

Key Job Functions Include, But Are Not Limited To:

• Meeting Coordination and Support
  • Includes meeting preparation, agenda creation, notes, follow up on tasks and commitments made
• Ensure Workflows are Running Smoothly and Optimizing Where Needed
• Client Management
  • Screen and direct phone calls
  • Distribute and reply to correspondence
  • Coordinate client requests
• Office Resources and Supplies Management
• Visitor Reception, Management and Hospitality
• Format, Prepare and Maintain Information for Internal and External Communication Memos, Emails, Presentations, Reports, Dashboards, etc.
• Organize Performance Reports
• Outlook Management for the CEO (Email & Calendar)
• Event Management
• Basic Project Management
• Metrics and Numbers Organization and Preparation:
  • Tableau
  • Smartsheet
  • HubSpot
  • Salesforce
  • Project Status
  • Expense
• Travel and Accommodation Arrangements (for CEO, President, and Others)
• Assist inManaging Strategic Plan, Project, and Initiative Alignment with Company Goals and Vision
• Provide General Administrative Support

Software Platforms Used (Experience Welcomed, But Not Required)

• Workplace
• Microsoft Office
• HubSpot
• Salesforce
• Jira
• Tableau
• BambooHR

Communication

• Communication with the CEO will be done using voice/audio memos as his preferred method.
• Daily 15-minute company-wide standup @ 11am MT. (Zoom and streamed to Workplace).
• Workplace is used for company-wide announcements and communications.
• Slack is used within each team.

Additional Requirements:

• Experience as an Executive Assistant (6 years minimum, 12+ years preferred)
• Comfortable using multiple technologies (tech savvy)
• Effective remote work experience (3 years minimum)
• Must be willing to take the Kolbe or Predictive Index Assessment

Within this high-functioning system the Company’s rhythm is to operate in three 4-month cycles yearly.

1. Initiatives
2. Targets
3. Projects

The team has grown to approximately 70 (including contractors) and each team works independently while not being siloed. Performance measurements are constant and are measured daily using a scoreboard. If you love numbers, tracking KPIs, and hitting goals this is a great role for you.

Benefits

It has taken two years, but the Company culture is in a word – AWESOME! For instance, it’s remote and the hours are based on your location, not the company’s (although there should naturally be some overlap). Everyone on the team is committed to having fun, being client centric, excited about their work, genuinely optimistic, and seeks opportunity.

Our mission first began in 2007 but was fortified during the 2008-2009 Great Recession when we discovered first-hand the value of our principles and strategies. The failure of traditional financial planning methodology was exposed in more ways than one. This discovery was the result of meeting and subsequently helping thousands of iniduals and businesses learn about sound wealth strategies and how to ensure that such an occurrence didn’t happen again. The Company is a fully developed virtual business which allows our team the opportunity to connect with clients in all 50 states, Canada and US Territories.

If you have a calling to make a difference in people’s lives, this is an exciting opportunity for you. Join and contribute to an innovative team and help us carry out the mission of the Company – to come alongside clients and implement a personalized wealth strategy that empowers them to live a fulfilling life now and ensure the future of their dreams.

Salary: $48,000 – $75,000, Depending on Experience.

Bonus: 7-10% of salary

Vacation: 4-6 weeks a year

Medical/Dental/Vision: 40-70% company paid

Project Assistant

locations

Remote

time type

Full time

job requisition id

REQ-2396

Job Responsibilities:

The Project Assistant will provide administrative support for a State Assessment project, including but not limited to the following:

• Provides general administrative support.
• Maintains calendars.
• Develops and maintains efficient filing and tracking system for the projects.
• Provides meeting support, including preparation of materials and attendance.
• Prepares expense vouchers, travel reimbursements and invoices and submits to CBO.
• Assists with production and assembly of reports, presentations, and meeting materials.
• Performs general office tasks including photocopying, faxing, phone calls, e-mail, Federal Express.
• Works with web-based documentation system.
• Other duties as assigned.

Job Requirements:

• BA/BS and 1+ years of work experience
• Excellent verbal and written communications skills
• Flexibility and ability to consistently meet deadlines
• Ability to work independently as well as part of a team
• Acute attention to detail and strong work ethic

Why Work With Us?

When you work with Cambium Assessment, you’ll be helping to design and build inspiring solutions that make a real impact on the online testing industry, as well as the educators and students we support.

Our ground breaking work includes:

• Advanced computer-adaptive algorithms
• Mobile support of user interfaces
• Learning management systems with social media features
• Universally accessible user interfaces
• Machine scorable items

In the 20212022 school year, we delivered more than 100 million online tests, successfully supported peak testing volumes exceeding 1.3 million simultaneous test takers, while ensuring an average response time of less than a tenth of a second. We have the most advanced features of any online testing system, and we continue to push boundaries to improve student performance measurement and enabling educators with actionable insights to drive better overall educational outcomes for our students. To learn more about our organization and the exciting work we do, visit www.cambiumassessment.com

An Equal Opportunity Employer

We are dedicated to fostering a culture that celebrates unique backgrounds, ideas, and experiences. All qualified applicants will receive consideration for employment without discrimination on the basis of race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.

About Us

Cambium Learning Group is the education essentials company.

With an intentionally curated portfolio of respected global brands, Cambium serves as a leader in the education space, helping millions of educators and students feel more universally valued each and every day. In everything we do and across all our brands, we focus on the elements that are most essential to the success of education

Our family of companies includes:

• Cambium Assessment
• Lexia Learning
• Learning A-Z
• Voyager Sopris Learning
• ExploreLearning
• Time4Learning
• Kurzweil Education

To learn more about the Cambium organization and our other career opportunities, visit www.cambiumlearning.com/about-us/careers

Our Values

As a group, we value:

Simplicity – Across all our teams and all areas of our business, we create simplicity, making things easier and more clear for all those we work with.

Certainty – We continually strive to eliminate doubt, delivering solutions, services and communications that our customers know they can count on.

Now – We understand the need to make a difference not only for the future, but for today, and our people are committed to making the most of each moment we spend serving our customers.

Business Affairs Coordinator

at Cast & Crew

Remote

At Cast & Crew, we’ve empowered creativity and supported the global entertainment industry for decades.

We grew from a modest small business in 1976 to be the premiere provider of entertainment technology and solutions, staying true to our mission of modernizing content production and leading the digital transformation within the industry. With a global workforce across a host of storied brands, our cloud-based technology and industry expertise span all areas of produced and live entertainment, from film, television, streaming, to advertising, live events, and short-form.

Together with our family of brands – Backstage, CAPS, Checks & Balances, Final Draft, Media Services, Sargent-Disc, and The TEAM Companies we operate as a combined entertainment technology and services provider offering industry standard screenwriting accounting software, digital payroll products, data & reporting, and a host of creative tools. The industry continues to move faster than ever, and the need for our expertise, our technology, and our people has never been greater. We are a production’s best ally every step of the way. #OneCastOneCrew

ABOUT The TEAM Companies

The TEAM Companies (TTC) are a leading payroll, business affairs & technology provider to the advertising & entertainment industries. We offer union & non-union payroll for actors, musicians, singers, crew, editors, visual effects artists and other craftspeople working on commercials, video games, online content, concert tours and in the music recording industry. TTC also provides technology products including a best in class online timecard and employee on-boarding system designed for the content production community. This is a great opportunity to join an industry segment leader & contribute directly to its impact in the advertising & entertainment communities it serves.

Position Overview

TTC’s Business Affairs ision is a fast-paced environment that provides Union and non-union Talent Business Affairs support as well as Production Business Management, Traffic and Network Clearance services to advertising agencies, media agencies, in-house agencies and production departments, PR firms, production companies and other creative partners to corporate advertisers.

The TEAM Companies’ BA ision also is the liaison between TTC’s signatory companies and clients requiring signatory support. The Business Affairs Coordinator supports the BA staff and leadership to ensure records, documents, communication, and other administrative tasks to ensure efficient operation of the department and effective services for the clients.

Responsibilities

• Maintain office contact sheet with emergency contact information and phone tree for BA staff.
• Maintain BA OOO Calendar and update as needed
• Assist BA staff in collecting new TTC service agreements for all clients
• Assist BA staff in preparation and submission of union Assumption Agreements for all projects
• Assist BA staff as needed on union claims. Collecting contracts and documentation as requested
• Maintain Union Signatory Agreement List and notify management of expiration dates and renewals.
• Assist SVP and VP with expense reports
• Arrange Travel, Hotel, and Dinner reservations for SVP & VP and BA Staff Outings
• Maintain Client list with current contact, address, phone and email information for client notifications, holiday cards, etc.
• Facilitate Monthly prebill report and update with BA managers job status information
• Electronic and paper file maintenance for BA department.
• Perform additional or special tasks or projects as requested.

Key Qualifications

• Minimum Educational requirement: High School diploma or GED equivalent. College business courses or equivalent work experience preferred.
• Minimum two years’ work experience required in agency Business Affairs, Production or Talent Payroll Company.
• Basic PC computer skills including Outlook, Word and Excel, and ability and willingness to learn new and/or proprietary computer applications as required.
• Basic office skills and abilities computers, phones, fax equipment, copiers, etc.
• Excellent oral and written communication skills.
• Interpersonal skills ability to interact effectively with clients, colleagues, and management.
• Minimum typing/keyboarding of 30 words per minute.
• Ability to learn skills, concepts, technology and processes quickly.
• Organizational skills.
• Attention to detail and analytical skills.
• Flexibility and multi-tasking abilities.
• Ability to work well under pressure.

Special Work Conditions

• Sedentary Involves sitting most of the time but may involve walking or standing for brief periods of time. Some positions may entail exerting up to 15 lbs. of force occasionally and/or a negligible amount of force to lift, carry, push, or pull.

The compensation range for this position is $21.50 to $29.00 per hour. Compensation is commensurate with various factors including, but not limited to, relevant experience, qualifications, skills, training, licensure, certifications, geographic cost of labor, and other business and organizational needs.

Benefits

Cast & Crew provides a comprehensive package of employee benefits including: Medical, Dental, Life/AD&D; LTD, additional voluntary benefits such as STD, Vision, paid vacation, holidays, and sick pay; 401(k) and employer match, Additional Life Insurance, health and wellness programs, employee discounts, and other perks!

Note: Cast & Crew benefits are subject to eligibility requirements.

Due to the high volume of applicants, it is likely that only shortlisted candidates will be contacted. Candidates must be currently authorized to work in the U.S.

CA residents: Your personal information may be collected in connection with certain services provided by Cast & Crew or its affiliated companies. A summary of your California privacy rights can be found at: https://www.castandcrew.com/privacy-policy/

Cast & Crew is an equal opportunity employer committed to hiring a erse workforce and sustaining an inclusive culture. It is our policy to provide equal employment opportunities to all iniduals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.

Title: Staff Executive Business Administrator, Chief Executive Officer

Executive Business Administrator’s at GitLab toggle seamlessly between various systems including Google Workspace, Slack, Expensify, Zoom and GitLab to accomplish an array of tasks, while staying focused on prioritization and escalating urgent issues. EBA’s at GitLab are self-driven, collaborative, and agile team members who are experienced in managing multiple priorities, juggling various responsibilities, and anticipating executives’ needs. EBA’s at GitLab pride themselves with being exceptionally organized, relentlessly resourceful, calm under pressure, strategic multi-takser, with a deep love of logistics and ability to thrive in a dynamic start-up environment.

Staff Executive Business Administrator to the CEO Responsibilities

• Strategically and methodically support our Chief Executive Officer in the Pacific time zone – serving as a partner in handling correspondence, including confidential and sensitive materials
• Proactively and without supervision, anticipate needs and follow through diligently, often using knowledge of the executive, their direct reports, external parties, and company values to make decisions that lead to more effective executive attention and communication
• Maintain the executives’ calendars in a thoughtful and purposeful manner, ensuring meetings contain the appropriate attendees, agenda items, and any changes are done with full consideration of a global team, spanning multiple time zones; ensure executive is prepped and briefed as necessary for each meeting
• Make recommendations for the executive in order to more effectively manage their time, prioritize, delegate and organize
• Seamlessly coordinate extensive travel including air and ground transportation, hotel reservations, security, visas, and any other travel documentation
• Maintain cadence of weekly meetings and other important meetings, including planning agenda, organization, and follow-up on action items, while infusing our company values throughout
• Draft internal and external communications on behalf of the executive keeping in mind our company values and safeguarding confidential information as well as the executive’s reputation
• Assist the full life cycle of recruiting activity for the executive, including booking interviews, liaising between the hiring team and the candidate, and coordinating onboarding of newly hired executives
• Manage executive’s email inbox including drafting internal and external communications on behalf of the executive when required
• Compile receipts to submit timely and accurate expense reports on a monthly basis
• Liaise effectively with EBA counterparts and build strong and collaborative working relationships with a wide range of company stakeholders at all levels
• Orchestrate events such as team off-sites and team building activities
• Serve as a helpful knowledge base for executives and other team members (e.g., other EBAs), especially for processes and procedures, and provide assistance in a hands-on, kind, and proactive manner
• Work flexible hours to support global business meetings; some travel is required
• Schedules, live streams and moderates Group Conversations
• Other duties (and ad hoc tasks) as assigned in support of your executive and business
• Contribute to the broader EBA community by sharing learnings, resources, and mentoring other EBAs as appropriate

Staff Executive Business Administrator to the CEO Requirements

• Experience supporting a C-Level Executive(s) as an EA or executive business partner at a quickly-scaling company, effectively representing the personal brand of the executive as well as the company’s culture and value
• High integrity and track record of maintaining confidentiality of all work product and sensitive information
• Strong attention to detail and proofreading ability
• Extensive technical skills with Google Workspace, Zoom, Slack and Expensify among other tools; demonstrated ability to adopt technical tools quickly (i.e. GitLab.com)
• Self-starter who can operate independently and move quickly from one task to another; creative problem solver, seeks “win-win” solutions; energized by challenges with superb attention to detail
• Excellent interpersonal skills and business acumen; ability to communicate with team members, partnering well across GitLab, and external parties at all levels
• Proven leadership skills and demonstrates one team mindset; able to be a role model for all other EBA’s
• Detailed and goal-oriented planner; possesses the ability to appropriately prioritize business needs and handle multiple tasks in a fast-paced environment
• Approachable and effective communicator across various communication channels and with all levels of the organization
• Experience with event planning & coordination to include support for large meetings, off-sites
• Experience in both start-up and medium size enterprise environments preferred
• Experience working remotely preferred
• A sincere willingness to help out
• A passion for GitLab and for contributing to an exceptional work culture

Title: Executive Assistant To CEO

Remote, North America

Executive Assistant to the Chief Executive Officer & Chief of Staff

Position Description

Reporting directly to the Chief Executive Office (CEO) and the Chief of Staff (CoS), the Executive Assistant provides executive support in a working relationship with both the CEO and the CoS. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO.

The Executive Assistant also organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, fast-paced entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal inidual will have the ability to exercise good judgment in a variety of situations, have incredibly strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple, quickly changing priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The SAC is an independent and impact-creating organization that aims to lead the industry toward a shared vision of sustainability based upon a joint approach for measuring, evaluating, and improving performance. As a non-profit organization, it has members from across the apparel, footwear and textile sector, but exists independently outside any one company so that it can drive progress. The SAC s collective action efforts bring more than 280 global brands, retailers, manufacturers, NGOs, academics and industry associations together. They represent about half of the apparel and footwear industry along the whole supply chain from sustainability pioneers to organizations just getting started.

Roles and Responsibilities

Executive Support

• Completes a broad variety of administrative tasks for the CEO and CoS including managing an active and changing calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging travel plans and developing robust itineraries; completing expense reports in a timely manner;
• Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time
• Communicates directly, and on behalf of the CEO, with Board members, staff, and others, on matters related to CEO’s programmatic initiatives
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature, determining appropriate course of action, referral, or response
• Provides a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with the Executive Team
• Works closely and effectively with the CEO and CoS to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting professional correspondence and other tasks that facilitates and supports the CEO s ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with multiple deadline pressures.
• Support the CEO with developing a high-performing culture through team engagement

Communications, Partnerships, and Outreach

• Ensures that the CEO s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
• Edits and completes first drafts for written communications to internal and external stakeholders as needed
• Develops and edits drafts of google slide presentations as needed to support external engagement
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
• Supports the CEO and CoS with drafting internal correspondence to the SAC team
• Supports the Executive Team with internal team meeting management
• Supports the Executive Team or the Board of Directors with special projects

Qualifications

• Strong organizational and project management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Ability and willingness to travel domestically and internationally if required
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

• Bachelor’s degree required
• Strong work tenure: five years of experience supporting C-Level Executives, preferably in a non-profit organization
• Strong experience in internal and external communications with a wide variety of audiences and communication channels
• Proficient in G-Suite and Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat as well as basic understanding of collaborative software tools (Slack, Zoom, Asana, Expensify, Salesforce)

Reporting Structure

This is a full-time role, reporting directly to the CEO and CoS.

Compensation and Location

SAC offers a competitive salary and benefit package commensurate with experience. SAC is a global organization, and as such, SAC staff sometimes work early or late hours.

Executive Assistant

at Ramp

New York, Miami, Remote

Ramp is building the next generation of finance tools—from corporate cards and expense management, to bill payments and accounting integrations—designed to save businesses time and money with every click. Over 5000 businesses are spending an average of 3.5% less and closing their books 8 times faster, thanks to Ramp’s finance automation platform that enables billions of dollars of purchases each year.

Founded in 2019, Ramp has seen nearly 10x year-over-year growth which has led to a valuation of $8.1 billion in just over 3 years. Its investors include Founders Fund, Stripe, Citi, Goldman Sachs, Coatue Management, D1 Capital Partners, Redpoint Ventures and Thrive Capital, as well as over 100 angel investors who were founders or executives of leading companies. The team is made up of talented leaders from some of the leading financial services and fintech companies—Capital One, Stripe, Affirm, Goldman Sachs, American Express, Visa—as well as high-growth technology companies like Facebook, Spotify, Zendesk, Uber, Dropbox, and Instacart. Recently named Fast Company’s most innovative finance company, Ramp is NYC’s fastest-growing startup and America’s fastest-growing corporate card.

About the Role

Ramp is looking for a dynamic Executive Assistant to help support our leadership team and their internal teams. We are looking for someone who has a natural passion for people operations and tech, enjoys taking on new projects, and consistently executes at a high level in our energetic, start-up environment.

What You’ll Do

• Collaborate with the executive team to ensure strong communication across the company
• Maintain complex calendars and ever-changing schedules
• Communicate on behalf of the executive while staying confidential and professional at all times
• Proactively organize and prioritize daily workload
• Arrange domestic and international travel planning and coordination
• Ensure all communication is responded to in a timely manner
• Plan internal off-site meetings, lunches, and team retreats
• Assist with general office duties, support and assist with various administrative tasks

What You Need

• Minimum 3 years of experience as an assistant and proven administrative experience
• Experience in supporting multiple executives
• High proficiency using Google Suite and Slack
• Excellent time-management and organizational skills with superb attention to detail
• Ability to thrive in a fast-paced environment with a positive attitude
• Strong interpersonal skills and a collaborative work style

Nice to Haves

• Experience in high growth start-ups
• Experience supporting operations, growth & finance teams
• Experience in office management and event planning
• Based out of the NYC area

Compensation

• The annual salary/OTE range for the target level for this role in NYC is $95,000-$110,000 + target equity + benefits (including medical, dental, vision, and 401(k)

Ramp Benefits (for U.S. based employees)

• 100% medical, dental & vision insurance coverage for you
  • Partially covered for your dependents
  • OneMedical annual membership
• 401k (including employer match)
• Unlimited PTO
• Annual education reimbursement
• WFH stipend to support your home office needs
• Monthly wellness stipend; Headspace annual membership
• Parental Leave
• Relocation support

Title: Executive Assistant – Strategic Business Partner

Location: US National – Remote

Why project44?

Our mission is to usher in a new era of trust and predictability to transportation and logistics,but there’s still a lot of work to be done. The industry is massive, as is the opportunity. We’re looking for bright, ambitious iniduals to join our growing global team and help us enable a more productive and successful world.We’re changing the way the world ships, and we’re looking for you to help us get there!

We are seeking an Executive Assistant/ Strategic Business Partner to support the Director, Executive Operations (DEO). This person will be tasked with helping to organize global day-to-day operations, manage administrative functions, and assist on key strategic projects alongside our Director, Executive Operations. The primary function will be to support the DEO in an administrative/operational fashion and then ramp into broader operational initiatives in partnership with the global project44 team.

Responsibilities:

Administrative:

• Develops rigorous, seamless, and repeatable cadence in execution
• Maintain and manage business (and personal when needed) calendar
• Anticipate and manage any issues before they occur, create smooth operating motion
• Structure and organize department workday to execute against strategic goals
• Read, monitor, and respond to email
• Serve as business partner in some meetings, manage follow-up correspondence
• Prepare reporting, correspondence internally to help drive success of team
• Interface with executives and teams from investment firms, partners, customers

Operational:

• Assist with reporting functions to drive team success
• Create operational frameworks with DOE and Chief of Staff to drive success
• Work cross-functionally with other teams to improve operational process
• Co-manage key projects deemed most critical to completion
• Assist in building out team and creating leverage for organization

Desired Skills and Attributes:

• Self-starter, takes pride and ownership in work
• Growth oriented mindset, wants to contribute to the growth of the organization
• Calm under pressure and able to think quickly on your feet
• Strong working knowledge of Word, PowerPoint, Excel and Outlook
• Excellent written and verbal communication skills
• Highly organized & proactive
• Adaptable to cultures, work styles, personality types + can build advocacy
• 5+ years of Executive Assistance Experience
• 5+ years of operating experience in a fast-paced work environment
• Fosters and shapes cultural growth of a team environment
• Bachelor’s degree required

Vacancy: Executive Assistant

The New Humanitarian is seeking an ambitious, detail-oriented, strategically minded Executive Assistant to provide high-level support to its CEO, management team and board of directors.

Hours and status: Full time, permanent

Salary: Competitive, based on experience

Start date: ASAP

Location: Remote, with availability during standard CET business hours

The New Humanitarian puts independent journalism at the service of the millions of people affected by humanitarian crises. Our journalists report from the front lines of conflicts and disasters in some 70 hotspots around the world to drive more effective prevention of and response to crises. Our on-the-ground reporting, expert analysis and commentary inform policymakers and practitioners, amplify the voices of those at the heart of crises, and act as a watchdog to hold the humanitarian aid sector accountable.

This new role is erse and stimulating. In addition to the usual administrative tasks, such as scheduling and preparing presentations for senior leaders, the Executive Assistant will support the CEO in driving forward strategic initiatives, such as organising private convenings or coordinating a new innovation hub within the organisation. The Executive Assistant will also coordinate the board of director’s activities, as board secretary; and support other senior leaders as relevant.

The successful candidate will join an organisation with a compelling mission; a strong reputation built over more than 25 years for journalistic integrity and credibility; a team deeply committed to its work; and a commitment to becoming a transformative newsroom that practises decolonised journalism, puts impact at the centre of its work, and adopts a progressive culture centred on well-being.

You will join our small, passionate team working at the nexus of some of the world’s most urgent challenges: building a more equitable, inclusive model of world-class journalism and improving the lives of some of the world’s most vulnerable people.

The role

Your mission is to help the senior leaders of the organisation function more smoothly, effectively and efficiently. You will support strategic, operational and ad-hoc initiatives from planning to execution.

This will involve communication with board members, potential funders, and team members and access to sensitive information as well as high-level meetings.

You will have four areas of focus:

• Administration: You will manage the CEO’s schedule, filter their email and help optimise their time.
• Management Support: You will keep the management team on track with our annual strategic planning cycle, and help the senior leaders put on team-wide presentations or events.
• Governance: You will coordinate the work of the board of directors, including drafting agendas, taking minutes, ensuring follow-up and identifying prospective new board members.
• Special Initiatives: You will support the execution of special cross-team projects and events driven by the CEO.

Who we’re looking for

The ideal person for the job will be a problem solver with excellent communication skills, strong writing ability, and impeccable attention to detail. You are a people person and have a service orientation. You are not easily frazzled; you thrive off managing complex schedules and having many projects on the go at any given time.

You have an ability to synthesise information for busy senior leaders and are extremely diplomatic and professional in your communications. You take initiative and pursue opportunities to make things better without waiting to be tasked.

The single most important quality for this role is that you are motivated and keen to learn and grow, but you will benefit from having previous experience working in an office environment and performing administrative tasks.

Speaking multiple languages, particularly French, is an asset, as is experience in the following:

• providing support to senior leaders
• working in start-up environments
• working on humanitarian issues
• performing strategic planning or policy roles

The following core competencies will be put to the test in this role:

• Organisation: You are highly organised in how you store information and coordinate logistics. You are meticulous when it comes to detail.
• Clear and professional communication: You communicate with respect and care; you understand your audience; and what details will matter to them.
• Discretion: You exercise judgement with regards to confidential or sensitive information.
• Agility: You can thrive amid uncertainty. You are flexible enough to adapt to evolving demands of the job.
• Resilience: You’ve got grit. You don’t give up easily. You push through difficulty and are proactive in seeking solutions to challenges.

We especially welcome candidates who reflect the erse communities our journalism serves and will prioritise those who come from or have strong links in Africa, Asia, the Middle East, and Latin America, or lived experience of humanitarian crisis.

We have described the qualities we are seeking in this position, but we recognise that there will be strong candidates who do not meet all the requirements listed here but have other important qualities. Thus, we encourage all interested candidates to apply.

Key Responsibilities

• Provide direct administrative support to the CEO, including managing their calendar, maintaining and organising their contacts, and filtering their email
• Plan, organise, and schedule meetings and events in which the CEO is participating; screen for conflicts, and liaise with other team members to ensure they are prepared
• Research and/or draft communications with key stakeholders on the CEO’s behalf
• Monitor the strategic planning cycle and schedule meetings and reviews accordingly
• Prepare presentations for meetings of the management team, staff and board
• Coordinate cross-team initiatives, such as inviting guest speakers or sending out team-wide newsletters
• Research/explore new organisational opportunities and/or partnerships with third parties, from training to new office space
• Organise board meetings and liaise with board members as relevant
• Take minutes at board and sub-committee meetings
• Track action points and required follow-up
• Identify prospective board members and support the CEO with succession planning at board level
• Provide administrative and strategic support to initiatives driven by the CEO or other cross-team initiatives. This may involve research, outreach, logistics, drafting policy documents or otherwise driving processes forward.

Title: Senior Executive Assistant

Location: US National

Full-Time

Together, we can beat cancer.

At Varian, a Siemens Healthineers Company, we bring together the world’s best talent to realize our vision of a world without fear of cancer. Together, we work passionately to develop and deliver easy-to-use, efficient oncology solutions.

We are part of an incredible community of scientists, clinicians, developers, researchers, professionals, and skilled specialists pushing the boundaries of what’s possible, to improve people’s lives around the world. We embrace a culture of inclusivity in which the power and potential of every inidual can be unleashed. We spark ideas that lead to positive impact and continued success.

If you want to be part of this important mission, we want to hear from you.

The senior executive assistant (EA) role supports the SVP of Global Supply Chain Operations (SCO) and works to make the organization run smoothly by maximizing productivity to help make decisions more easily. The SCO organization is large and complex and includes multiple functions including sales order management, planning, procurement, manufacturing, logistics and customer installations with employees in 30+ countries. US headquarters is in Palo Alto, CA.

Job Responsibilities:

• Manage the leader’s daily schedule and prioritize meetings. Must be able to understand business needs, apply judgment to triaging issues as they come in, and work with the executive to bring attention to high-priority items.
• Organize and maintain complex calendars across multiple time zones using a high level of tact, integrity, and confidentiality.
• Requires strong problem-solving skills, independent self-direction, and follow up with an aptitude for speed, collaboration, and open communication. Follow up on action items on behalf of the executives, as appropriate.
• Partner and network with other administrative assistants to collaborate, obtain information, get things done both inside Varian as well as other isions.
• Arrange and coordinate complex travel arrangements, accommodations, and all trip logistics expeditiously and accurately. Understand the executives’ needs/preferences and schedule accordingly. Prepare and track expense reports as they happen.
• Follow up on requested items. Resolve time-sensitive issues with a high degree of precision and speed and exhibit strong organizational skills.
• Project manage all logistics for inidual or multi-attendee meetings both at company facility and offsite across the globe. Ensure hotel, IT support, transportation, meeting logistics, food, entertainment is all handled with detailed precision and proactively. Coordinate with other locations to ensure receiving end is well arranged.
• Proactively identify opportunities to make the overall team more efficient over the long-term including use of shared tools and files.
• Support team-related space planning initiatives, office moves, and facilities issues.

Qualifications/Education/Experience/Skills:

• Excellent problem-solving and judgment skills and must be able to handle details of a highly confidential and critical nature.
• Demonstrated ability to work with a sense of urgency and under pressure to handle multiple tasks and prioritize effectively.
• Must be able to proactively drive meeting cadences, planning, and time management for the executive including ensuring they have blocked time for critical work.
• Highly organized with an ability to demonstrate meticulous attention to detail, adaptability, flexibility, resourcefulness, and efficiency.
• Excellent communication skills (both written and oral), professional demeanor and maintaining a positive outlook.
• A can-do attitude that focuses on getting the job done.
• Proficient in utilizing business tools such as MS Office applications; Teams, Outlook, Word, Excel, and PowerPoint. Ability to quickly learn various company-specific web base applications (Concur, Workday, SharePoint, etc)
• Bachelor’s Degree or equivalent experience. 5+ years of relevant work experience supporting at the C-Suite/SVP/VP level in a complex and dynamic environment.

Role Location:

Can be remote US or in person Palo Alto, CA

Executive Assistant

Consultwebs

Remote

Consultwebs

REMOTE FULL TIME (32 hours per week)

Our company is growing! We’re looking for a proactive, communicative, and detail-oriented full-time executive assistant for our sales team. Your primary job will be to assist our Vice President of Business Development and Senior Marketing Advisor with various tasks and projects. Administrative duties include company intake and appointment setting for inbound leads, CRM and calendar management, and lead generation through networking. The executive assistant should have superb organization and communication skills. Ready to join the team? Send in your application today!

Responsibilities

Responsibilities include, but are not limited to, assisting with:

• Company intake via phone and contact forms as well as appointment setting for inbound leads
• Lead Generation through networking on various platforms including social media
• Support and nurturing of referral relationships
• Use of HubSpot to create and maintain contacts/tasks, calendars, and automation.
• Internal communication among teams to support sales requests
• Proposal preparation and review
• Note-taking, follow-up, and implementation accountability

Qualifications

• A high school diploma or equivalent is required, and some college experience is preferred
• Previous administrative experience is required, some Sales experience is preferred
• History of being deadline-driven, proactive, extremely organized, and detail-oriented
• Display excellent written, problem-solving, and verbal communication skills.
• Basic knowledge of Google docs, sheets, etc.
• Strong communication skills and a compelling ability to build relationships
• Fluent in English (verbal and written)
• Previous experience using ClickUp is a bonus

Compensation

$40,000 (annual) + bonuses

About Consultwebs

Our company is devoted to winning for clients and our team members. We invest in our team both professionally and personally. We also believe in work-life balance. One of our biggest benefits is our four-day workweek. Our team works 32 hours over a period of four days, but is paid for 40 hours! We seek to listen to our team’s needs and ideas!

Consultwebs was one of the first companies to focus on law firm search engine optimization. Now, over two decades later, we are proud to have helped hundreds of law firms build their book of business and their brands.

We use internet marketing to ensure law firms are taking advantage of every opportunity mobile-first designs, SEO, PPC, online video advertising to build their brand and bring in cases from the web.

Senior Executive Assistant

Remote – Nationwide

Full time

R013493

Thank you for considering a career at Ensemble Health Partners!

Ensemble Health Partners is a leading provider of technology-enabled revenue cycle management solutions for health systems, including hospitals and affiliated physician groups. They offer end-to-end revenue cycle solutions as well as a comprehensive suite of point solutions to clients across the country.

Ensemble keeps communities healthy by keeping hospitals healthy. We recognize that healthcare requires a human touch, and we believe that every touch should be meaningful. This is why our people are the most important part of who we are. By empowering them to challenge the status quo, we know they will be the difference.

The Opportunity:

Primary Responsibilities

• Provide comprehensive calendar management for Executives
• Act as a liaison and provide support for the Executive’s department.
• Complete a broad variety of administrative tasks that facilitate the Executive’s ability to effectively lead their departments including but not limited to; project planning, presentation production, minute taking during meetings, action tracking.
• Serve as a primary point of contact for internal and external constituencies on all matters pertaining to the Commercial Executives
• Work closely with the Executive to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Maintain open communications with the entire executive team as well as the associates that support them.
• Coordinate team related activities including but not limited to, Weekly & Monthly Team Meetings, Outings, Retreats, etc.
• Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the executive, their staff, and peers.
• Manage the Commercial Executive’s travel and reimbursable expenses.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Build long-lasting relationships with both external and internal stakeholders.
• Perform other projects/duties as assigned for the overall benefit of the organization.

Join an award-winning company

• Three-time winner of Best in KLAS 2020-2022
• 2022 Top Workplaces Healthcare Industry Award
• 2022 Top Workplaces USA Award
• 2022 Top Workplaces Culture Excellence Awards
  • Innovation
  • Work-Life Flexibility
  • Leadership
  • Purpose + Values

Bottom line, we believe in empowering people and giving them the tools and resources needed to thrive. A few of those include:

• Benefit packages – We offer a variety of medical plans, retirement options, and 401k options.
• Wellness Programs Are designed to help our associates enhance their health, including a comprehensive annual health risk assessment.
• Our Culture Ensemble’s Associate Engagement Committee facilitates fundraising, community outreach and DEI events throughout the year.
• Growth We invest in your professional development. Each associate receives a professional certification relevant to their field and can obtain tuition reimbursement.
• Recognition We offer quarterly and annual incentive programs for all employees who go beyond and keep raising the bar for themselves and the company.

Title: Administrative Assistant III – Vice President of United States Sales

Location: United States

Open to US Remote

Job Description

Travel: No

Careers that Change Lives

We seek out and hire a erse workforce at every level: We need fresh ideas and inclusive insights to continue to be an innovative industry leader that’s why we make it a point to seek out, attract and develop employees who are patient-centric, passionate, and who represent the same wide variety of life experiences as our patients.

A Day in the Life

Responsibilities may include the following and other duties may be assigned.

• Provides general administrative support including preparing communications and maintaining schedules.
• Performs normal office functions such as setting up and maintaining files; arranging meetings and conferences; Gathers, compiles and reports on information relevant to supervisor’s assignment.
• Administers inter-department or inter-unit programs or processes.
• Responsible for coordinating travel and submitting expenses for VP.
• Provide proactive administrative and program operations support to the leadership team as needed to ensure the department runs smoothly
• Attend leadership meetings as appropriate and represent leader as needed with stakeholders and their staff. Serving as technology lead for presentations and webinars.
• Prepare and coordinate the preparation of presentation materials for strategic plan, budget and other executive meetings, ensuring professional presentation, completeness and timeliness
• Use problem solving techniques, tact and discretion when handling telephone calls, making travel arrangements, scheduling meetings and managing other requests for information
• Track program and project status interacting with program leaders and project managers to ensure timely reporting
• Compile regular status reports from the team to the leaders; prepare and distribute regular operating reports and scorecards
• Performs various administrative duties including assisting with agendas, recording and distributing meeting minutes as needed. Maintains confidential records, files and report, Internet/Intranet research, setting up new hires, ordering supplies and equipment, product shipments, maintain organizational charts and email distribution lists
• Conference, offsite and internal event planning as needed including the set up for department routines such as, team meetings and other operating mechanism support as needed.
• Coordinate meetings to include Zoom, video-conferencing, conference calls, travel, location, catering, etc.
• Acts as an information resource on organizational policies and procedures
• Coordinate and initiate plans for the monthly/quarterly/annual meetings, as required, including agendas, meeting room reservations, food reservations, presentations, and other duties as assigned by the leaders or their designee
• Lead and coordinate special projects as directed
• Prepare expense reports, audit and approve direct report expense reports

Must Have: Minimum Requirements

• High School Diploma or GED with 4+ years of administrative support experience

Nice to Have

• Excellent verbal and written communication skills
• Initiative to drive projects without direct supervision
• Team player
• Strong PowerPoint and moderate Excel skills
• Meeting coordination experience
• Excellent time management and organizational skills

Executive Assistant

Remote within the US

About Us

KeyMe is revolutionizing lockout solutions for homes, cars and businesses. Via artificial intelligence and robotics, KeyMe allows users to store, share, and duplicate their physical keys and RFID cards. Fully automated self-service key duplicating kiosks can be found in over 4,000+ locations across the country in major retailers such as Bed Bath & Beyond, Kroger, Rite Aid, 7-Eleven, Menards, AutoZone, and many others.

Additionally, KeyMe offers customers a one-stop solution for all their locksmith needs ranging from lockouts and re-keys to complex installations and custom jobs. All KeyMe locksmiths have extensive experience and are fully vetted to ensure our customers receive the utmost quality experience. With upfront set pricing, customers know they will never be confronted with last minute charges. KeyMe’s smart routing gives customers the ability to monitor their Locksmith’s arrival, job progress, and receive instant receipts. KeyMe is providing unrivaled service quality, prices, and customer experience into the $12B/yr locksmith industry.

KeyMe is an exciting, well-funded (over $150M raised to date), tech company that is solving real consumer pain points. KeyMe is proud to have an open, collaborative and relaxed atmosphere where bright professionals work hard and enjoy what they do. With the added benefit of a friendly, flexible and creative working culture, you’ll be joining a forward-thinking, expanding team to continue opening doors for our customers.

We’re committed to providing a erse, equitable and inclusive workplace where team members from all backgrounds, ethnicities, cultures, and experiences feel welcome and thrive. We do not discriminate on the basis of race, color, ancestry, religion, national origin, sexual orientation, age, citizenship, marital or family status, disability, gender identity or expression, veteran status, or any other legally protected status.

About this Role

We are looking for an Executive Assistant who can provide support to the CEO and executive team across calendar and administrative functions. This role works very closely with the broader leadership team and partners with teams across the organization. This position will be managed by the VP of People Ops. This position is remote.

Who Are You?

You are a proactive problem solver with exceptional communication skills and meticulous attention for details. You have experience performing administrative duties and providing support to executives. You thrive in face-paced environments, and have an entrepreneurial spirit. You are self motivated, resourceful, and have a can do, “get stuff done” attitude.

What You’ll Be Doing

• Managing multiple business related tasks including scheduling, calendar management, and general organizational activities
• Provide administrative support such as creating, formatting and editing correspondence and presentations with minimal direction and precision, processing expenses and invoices and coordinating meetings
• Liaise with internal staff at all levels, manage and maintain the executive’s schedule and appointments.
• Keep the executive well informed of upcoming commitments and responsibilities and required follow ups; anticipate needs in advance of meetings, presentations, conferences
• Manage travel logistics and activities, including itineraries, accommodations, transportation, and meals
• Organize team communications and plan and execute client and team meetings and events
• Assist with administrative tasks related to HR
• Perform other duties as assigned

How We Know You Can Do It

• Bachelor’s Degree preferred
• Must have 2-4 years of administrative experience reporting directly to upper management
• Excellent written and verbal communication skills, interpersonal skills, and organizational skills.
• Ability to multitask and perform well under pressure, prioritize and stay calm in a fast-paced environment
• Proficiency in Google Suite and MS Office and an aptitude for learning new systems and software
• Be a strategic and critical thinker who is forward thinking, detail-oriented, analytical and well-organized
• Very proactive and takes initiative and ownership of projects
• Maintain strict confidentiality at all times
• Flexible hours required
• Ability to working across various U.S. time zones

What You’ll Get

• A compensation package that includes salary and stock options
• Health, dental, and vision insurance
• 401K plan with match
• Remote budget to set up your home office
• Flexible PTO Policy
• Flexible Spending Account (FSA)
• Health Savings Account (HSA)

Title: Sr. Administrative Assistant

Location: Remote – United States

At Databricks, we are passionate about enabling data teams to solve the world’s toughest problems from making the next mode of transportation a reality to accelerating the development of medical breakthroughs. We do this by building and running the world’s best data and AI infrastructure platform so our customers can use deep data insights to improve their business. Founded by engineers and customer obsessed we leap at every opportunity to tackle technical challenges, from designing next-gen UI/UX for interfacing with data to scaling our services and infrastructure across millions of virtual machines. And we’re only getting started.

Are you ready to be part of a hyper-growth technology company? We are looking for an outstanding Senior Administrative Assistant (Sr. AA) to support two VP-level leaders within our Field Engineering team. If you are an experienced Sr. AA and interested in being part of an exciting and fast-paced team, we are looking for you.

The impact you will have:

• Calendar management – organize all meetings including team meetings, offsite meetings, customer, and team member meetings across international time zones
• Schedule logistics for meetings, conferences and special events (onsite & offsite)
• Work with the Execs’ to ensure they are prepared for meetings, interviews, travel, and briefings
• Organize and prioritize multiple work activities
• Be a liaison for the VPs; relay and exchange information with others including: Senior leaders and other organizations
• Set agendas, create meeting notes and action items from weekly staff meetings
• Contribute to the Admin/Ops team by engaging with colleagues to support planning for meetings, off-sites, events, projects, and professional growth
• Provide backup support for other executives

What we look for:

• 4+ years of applicable administrative experience, in a global software organization
• Experience partnering with senior management in a fast paced environment
• Accomplish administrative activities, with a high degree of organization and process
• Experience with the setting up and management of virtual meetings and tools e.g., Zoom, Google Hangouts, and conference calls
• Robust experience with the entire Google Suite
• Teamwork skills and an ability to offer suggestions and improvements to process and work very collaboratively with others

Benefits

• Comprehensive health coverage including medical, dental, and vision
• 401(k) Plan
• Equity awards
• Flexible time off
• Paid parental leave
• Family Planning
• Gym reimbursement
• Annual personal development fund
• Employee Assistance Program (EAP)

About Databricks

Databricks is the lakehouse company. More than 7,000 organizations worldwide including Comcast, Cond Nast, H&M and over 50% of the Fortune 500 rely on the Databricks Lakehouse Platform to unify their data, analytics and AI. Databricks is headquartered in San Francisco, with offices around the globe. Founded by the original creators of Apache Spark , Delta Lake and MLflow, Databricks is on a mission to help data teams solve the world’s toughest problems. To learn more, follow Databricks on Twitter, LinkedIn and Facebook.

Executive Assistant

at DoorDash

NEW YORK, NY; SAN FRANCISCO, CA; UNITED STATES – REMOTE

About the Team

DoorDash is scaling at an unprecedented rate, and we are hiring an Executive Assistant to partner with leaders of our organization. As operators and marketers, we partner with all of your favorite restaurants and local merchants to make DoorDash the #1 local delivery app.

You’ll be an essential part of the team, responsible for keeping our executives efficient and allowing them to make a difference while building and scaling new ways to delight our customers using the DoorDash platform. We aim to be one step ahead. We value going into each day making the impossible possible.

About the Role

You will support our People Team leaders and their teams. You will be their “go-to” person for calendar management, team-building activities, and project management. You will report to the Executive Business Partner on our Administrative Team.

You’re excited about this opportunity because you will

• Help keep our teams organized and efficient by proactively moving conflicts and enabling our leaders to make an impact
• Promote team culture and cohesion
• Plan and execute meetings & events for our team
• Manage multiple projects simultaneously
• Handle highly confidential information
• Be an integral part of our team

What We’re Looking For…

• You have 3-4+ years of experience in an administrative support role
• Excellent written/verbal communications
• You enjoy diagnosing issues and implementing creative solutions to solve challenges
• You are flexible to shifting priorities
• You are able to manage your time effectively
• You have excellent attention to detail
• You feel comfortable working autonomously

Why You’ll Love Working at DoorDash…

• We are leaders – Leadership is not limited to our management team. It’s something everyone at DoorDash embraces and embodies.
• We are doers – We believe the only way to predict the future is to build it. Creating solutions to lead our company and our industry is what we do — on every project, every day.
• We are learners – Everyone here is learning on the job, no matter if we’ve been in a role for one year or one minute.
• We are customer-obsessed – Our mission is to grow and empower local economies. We are committed to our customers, merchants, and dashers and believe in connecting people with possibility.
• We are all DoorDash – The magic of DoorDash is our people, together making our inspiring goals attainable and driving us to greater heights.

About DoorDash

At DoorDash, our mission to empower local economies shapes how our team members move quickly, learn, and reiterate in order to make impactful decisions that display empathy for our range of usersfrom Dashers to merchant partners to consumers. We are a technology and logistics company that started with door-to-door delivery, and we are looking for team members who can help us go from a company that is known for delivering food to a company that people turn to for any and all goods.

DoorDash is growing rapidly and changing constantly, which gives our team members the opportunity to share their unique perspectives, solve new challenges, and own their careers. We’re committed to supporting employees’ happiness, healthiness, and overall well-being by providing comprehensive benefits and perks including premium healthcare, wellness expense reimbursement, paid parental leave and more.

Our Commitment to Diversity and Inclusion

We’re committed to growing and empowering a more inclusive community within our company, industry, and cities. That’s why we hire and cultivate erse teams of people from all backgrounds, experiences, and perspectives. We believe that true innovation happens when everyone has room at the table and the tools, resources, and opportunity to excel.

Statement of Non-Discrimination: In keeping with our beliefs and goals, no employee or applicant will face discrimination or harassment based on: race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status, sexual orientation, gender identity or expression, disability status, or veteran status. Above and beyond discrimination and harassment based on protected categories, we also strive to prevent other subtler forms of inappropriate behavior (i.e., stereotyping) from ever gaining a foothold in our office. Whether blatant or hidden, barriers to success have no place at DoorDash. We value a erse workforce people who identify as women, non-binary or gender non-conforming, LGBTQIA+, American Indian or Native Alaskan, Black or African American, Hispanic or Latinx, Native Hawaiian or Other Pacific Islander, differently-abled, caretakers and parents, and veterans are strongly encouraged to apply. Thank you to the Level Playing Field Institute for this statement of non-discrimination.

Pursuant to the San Francisco Fair Chance Ordinance, Los Angeles Fair Chance Initiative for Hiring Ordinance, and any other state or local hiring regulations, we will consider for employment any qualified applicant, including those with arrest and conviction records, in a manner consistent with the applicable regulation.

Pursuant to the Colorado Fair Pay Act, the base salary range in Colorado for this position is $89,888 – $121,613, plus opportunities for equity and commission. Compensation in other geographies may vary.

If you need any accommodations, please inform your recruiting contact upon initial connection.

Title: Administrative Assistant, Talent Programs

Location: United States – Remote

About Netflix:

Netflix is the world’s leading streaming entertainment service with 204 million paid memberships in over 190 countries enjoying TV series, documentaries and feature films across a wide variety of genres and languages. Members can watch as much as they want, anytime, anywhere, on any internet-connected screen. Members can play, pause and resume watching, all without commercials or commitments.

We are at the intersection of award winning entertainment and cutting edge technology, powered by our Freedom and Responsibility culture and some of the most innovative and collaborative talent in the world. At the center of this is the Netflix Talent team, who are responsible for identifying, attracting and developing Netflix’s team of stunning colleagues. We are seeking an experienced Administrative Assistant to support our executives on the Talent team.

The Role:

A successful candidate will be self-motivated, proactive, quick-thinking, flexible, able to juggle multiple and erse responsibilities. They will need to have a strong emphasis on organization and unwavering attention to detail at all times as well as interest and enjoyment in planning team activities and events. This is a demanding and fast-moving position that requires someone who is able to exercise good judgment and significant initiative.

Specific responsibilities include, but are not limited to:

• Maintain calendars for 2 Directors and alignment with their direct reports, including scheduling meetings both internally and externally, and booking various events
• Coordinate travel arrangements, both domestically and internationally, including passport renewals and processing visas
• Plan team and cross-functional offsites through coordination with hotels and vendors for lodging, catering, flights, A/V, and transport
• Process expense reports
• Assist with onboarding new hire tasks for this team
• Display professionalism in communication with internal and external partners

Qualifications:

• 5+ years as an executive/administrative assistant Prior experience supporting executives is preferred
• Event organization experience
• Strong written and verbal communication skills and the ability to multi-task
• Proficiency in Google Preferred: Gmail, GCalendar, Google Docs, Google Groups, MS Word/ExcelAbility to be discrete and maintain confidential information
• Understanding of how to prioritize and respond accordingly
• Team-player who operates in a fast-paced team-oriented setting

Title: Associate Administrative Assistant – Remote

Location: United States

Work Type: Full-Time Regular

Performs basic administrative duties, under direct supervision, primarily supporting non-complex business functions.

WHAT YOU’LL DO:

• Provides basic administrative and data entry support for the department, which may involve sensitive and confidential information and the application of guidelines and procedures. Enters, maintains and distributes information into and/or out of databases. May provide backup support for departmental needs as appropriate.
• Drafts and sends email correspondence. Handles, distributes, and directs multiple inquiries (phone, electronic messages, mail), which may be of confidential in nature, from internal & external business partners, clients, customers, vendors and management.
• Uses multiple applications and systems to produce various business documents, correspondence, spreadsheets, reports, etc. to support departmental needs.
• May assist with the coordination of calendars to include scheduling meetings, reserving conference rooms, coordinating technical resources and other meeting requirements as needed.

ABOUT YOU:

• You help promote a culture of ersity and inclusion within the department and the larger organization. You value different ideas and opinions. You listen courageously and remain curious in all that you do.
• You are able to work remotely and have access to high-speed internet.
• Must be located in United States or Puerto Rico.
• Some knowledge and experience within a business environment. Experience with a personal computer and multi-functional printer. Knowledge of and experience with various software packages including Word, Excel, Powerpoint, and Outlook.
• Effective verbal and written communication, interpersonal and customer service skills. Ability to proofread and apply proper punctuation, spelling, and grammar to process accurate business materials. Effectively partners with internal and external business partners and customers.
• Effective time management and organizational skills with an attention to detail and analytical and decision making abilities. Ability to develop and apply creative approaches to business activities.
• Ability to demonstrate approachability, work independently, and/or as part of a team in a collaborative environment.
• Ability to adapt to a erse and changing work environment. Willingness to learn new skills with an ability to multi-task. Ability to exhibit patience and persistence in completing work assignments.
• Ability to maintain regular and predictable attendance with adherance to department expectations. Demonstrates a sense of urgency and is accountable for results.

VALUABLE EXPERIENCE:

• Strong attention to detail
• Strong customer service
• Knowledge of medical records
• Claims experience

WHAT WE CAN OFFER YOU:

• A erse workplace where associates feel a sense of belonging. To learn more about our commitment of Diversity, Equity and Inclusion.
• An organization that feels like a small, close-knit community and has the strength of a Fortune 500 company.
• Tuition reimbursement, training and career development.
• Comprehensive benefits plan that includes medical, dental, vision, disability and life insurance.
• Flexible spending accounts for healthcare and childcare needs.
• 401(k) plan with a 2% company contribution and 6% company match.
• Competitive pay with an opportunity for incentives for all associates.
• Flexible work schedules with a healthy amount of paid time off.
• Salary Range: Minimum: $18.00 MidPoint: $21.30 Maximum: $24.60
• Pay commensurate with experience.
• Recognized as a certified Great Place to Work.

Executive Assistant

locations New York, New York, USA

USA – Remote

time type Full time

job requisition id R50019949

OVERVIEW OF THE COMPANY

Fox Corporation

Under the FOX banner, we produce and distribute content through some of the world’s leading and most valued brands, including: FOX News, FOX Sports, the Fox Network, and the FOX Television Stations. We empower a erse range of creators to imagine and develop culturally significant content, while building an organization that thrives on creative ideas, operational expertise and strategic thinking.

JOB DESCRIPTION

The Administrative Assistant will support the SVP of Data and Commercial Tech. The ideal candidate will have experience supporting senior leadership. You will be responsible for managing a wide range of administrative duties. You must be able to work independently with little to no supervision as well as with others. You must be diplomatic, exceedingly well organized, flexible, and enjoy the challenges of supporting a fast-paced business.

This position requires the ability to interact with employees at all levels and work well under pressure while remaining flexible, proactive, resourceful and efficient, with a high-level of professionalism and confidentiality.

A SNAPSHOT OF YOUR RESPONSIBILITIES

• Manage and juggle heavy calendar scheduling including multiple meetings and changes
• Coordinate complex executive meetings and events
• Reconcile invoices, track budgets, and complete expense reports
• Handle and maintain highly confidential and sensitive information

WHAT YOU WILL NEED

• 2+ years experience supporting at the senior leadership or executive level
• Experience scheduling travel arrangements including airfare, hotel, car arrangements, etc.
• Expert-level written and verbal communication skills
• Strong decision making ability and attention to detail
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Exceptional work ethic and trustworthiness
• Willingness to work overtime with short notice
• Ability to work flexible work hours as needed

NICE TO HAVE, BUT NOT A DEALBREAKER

• Undergraduate degree

Learn more about Fox Tech at https://tech.fox.com

#foxtech

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, disability, protected veteran status, or any other characteristic protected by law. We will consider for employment qualified applicants with criminal histories consistent with applicable law.

At FOX, we foster a culture and environment where everyone feels welcome and can thrive. We are deeply committed to ersity, equity, and inclusion, including attracting, retaining, and promoting erse talent across our company. We live in a erse world, with different ideas and different perspectives that come together to spark new ideas and make great things happen. That means reflecting the ersity of the world around us is critical to our company’s success. We ensure that our viewers, communities and employees feel heard, represented, and celebrated both on screen and off.

Title: Executive Administrative Assistant

Location: US National

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You’ll work with dynamic colleagues – experts in their fields – who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you’ll have new and exciting opportunities to make life brighter for our Clients – who are at the heart of everything we do. Discover how you can make a difference in the lives of iniduals, families and communities around the world.

Job Description:

What you will do:

The Executive Administrative Assistant to the Group Distribution Leadership Team is accountable for the management of day-to-day administrative support needs of the SVP and the leadership team for Group Distribution. The role is accountable for providing confidential, professional, and proactive administrative assistance.

The successful candidate will demonstrate a professional demeanor, displaying self-confidence, decorum, and diplomacy as well as being a proactive professional with superior organization and time management skills with the ability to handle a variety of responsibilities. The role is fast paced with multiple demands and requires a high level of initiative, judgement, and ability to problem solve.

Accountabilities:

• Calendar management: Manage all aspects of the leaders’ calendars and provide support for their teams as needed. Promptly schedule meetings as requested, use discretion to prioritize meeting requests, ensuring meeting conflicts are avoided and the leader’s business priorities are considered. Provide agendas and pre-reads to meeting participants as needed. Ensure the leaders have agendas and pre-reads in advance of meetings.

• Meeting coordination: Work with internal and external partners to book meetings; proactively prepare all meeting materials. Coordinate booking rooms, managing agenda items, catering needs, and technology services. Leverage zoom to open, record, support and follow-up on meetings as requested. Assist with Distribution conferences. Manage meeting agendas and speaker & participant attendance.

• Email management: Monitor and respond to emails on behalf of the leaders. Track requests, action items, follow-up items, and other important deadlines on behalf of leaders.

• Travel management: Manage all travel arrangements and accompanying material needs for travel for the leaders; provide support for the team as needed. Thoughtfully manage leaders’ travel arrangements ensuring complex itineraries are accommodated. Make appropriate arrangements ensuring travel preferences are considered and arrangements executed without incident.

• Purchasing: Set up new vendors in Sun Life systems. Manage payment of contracts, service invoices and purchase orders. Manage sponsorship payments. Order office supplies for Group Distribution Leaders. Organize recognition gifts, bereavement gifts, and charitable donations for Distribution teams.

• Expenses: Prepare expense reports for leaders in a timely manner, resolving all issues.

• Internal relationships: Work closely with Distribution Support Coordinator and the Distribution teams. Build strong relationships with EAs and other internal partners. Provide backup for other Sun Life U.S. administrative staff.

• New Hire Support: Support all Group Distribution new hires order equipment, secure system access and business applications, request all necessary tools and supplies, communicate with new hires, and work with internal partners to provide a positive first impression to new hires. Work with Distribution L&D team to continuously enhance and improve the new hire onboarding and training experience.

• Territory & Directory Tool Maintenance: Maintain Distribution directories, territory maps, org. charts, email groups, and chat groups. Update for new hires, promotions, role changes, org. changes, and terminations.

• Other: Perform other administrative accountabilities as required.

What you will need to succeed:

• Excellent verbal and written communication skills
• Positive attitude and a strong Client service orientation
• Self-motivated, disciplined, and comfortable working with minimal supervision
• Willing to learn systems and applications required for the position
• Experience working in a virtual environment
• Ability to work with a erse range of people

Required Education and Skills:

• 5+ years of experience working as an Executive Assistant supporting senior leaders
• Proficiency in Microsoft Office Suite
• Ability to perform with professionalism and discretion
• Strong interpersonal skills with the ability to work in a team environment and independently
• Ability to handle and maintain confidential information
• Excellent organization and time management skills
• High attention to detail, accuracy, and thoroughness

What is in it for you?

Excellent benefits with generous vacation and sick time, 401K match, noncontributory retirement plan, Paid Family Medical Leave, sabbatical program and much more

Friendly, collaborative and inclusive culture

Our agile work environment allows our employees the flexibility to give and feel their best at work

If you are a Colorado resident, the minimum starting salary for this position will be $62,600 annually. Sun Life will consider various factors in determining the actual pay including your skills, qualifications and experience. This position is also eligible for a broad range of competitive benefits including a choice of company-subsidized medical plans, consisting of network-based plans and plans offering the freedom to go to any provider and two company-subsidized dental plans. We also provide company-paid Basic Life and Accidental Death and Dismemberment (AD&D) insurance and Optional Life Insurance that you may purchase for additional coverage. We offer a very generous Paid Family & Medical Leave program, LTD and attractive vacation and sick time. We provide voluntary supplemental health programs such as Accident and Hospital insurance and Critical illness and Cancer insurance. Tax-advantaged accounts include Health Savings Accounts, Health Care and Dependent Care FSA accounts and Commuter Benefit accounts. Our 401(k) plan consists of a company match and employer sponsored contributions.

Workforce Optimization Coordinator

locations

Remote

time type

Full time

job requisition id

JR-08481

Workforce Optimization Coordinator

Cancer care is all we do

Hope in healing

Cancer Treatment Centers of America (CTCA), part of City of Hope, takes a unique and integrative approach to cancer care. Our patient-centered care model is founded on a commitment to personalized medicine, tailoring a combination of treatments to the needs of each inidual patient. At the same time, we support patients’ quality of life by offering therapies designed to help them manage the side effects of treatment, addressing their physical, spiritual and emotional needs, so they are better able to stay on their treatment regimens and get back to life. At the core of our whole-person approach is what we call the Mother Standard of care, so named because it requires that we treat our patients, and one another, like we would want our loved ones to be treated. This innovative approach has earned our hospitals a Best Place to Work distinction and numerous accreditations. Each of us has a stake in the successful outcomes of every patient we treat.

Job Description:

HOURS – 7a-7p PT – May Need To Work Some Holidays & Weekends

The Workforce Optimization Coordinator is responsible for the daily efforts to provide a great patient and employee experience by effectively delivering contact center real-time management with the purpose of optimizing resources to achieve service level standards. Key functional responsibility includes the ability to demonstrate a strong understanding of how planning/forecasting staffing requirements translate to the creation of optimal schedules and real-time (intra-day) management to support new patient intake contact center operations. The ability to create forecasting and scheduling to that forecast is crucial. This position requires some evening and weekend availability as business needs arise.

Skills, Education and Additional Information

• High School diploma or equivalent required
• Minimum 3 years’ experience required
• Bachelor’s Degree in Business Information Systems or other related degree preferred
• 2+ years of experience with scheduling and forecasting call center inquiry volume preferred
• Knowledge of Agent Desktop Supervisor/Telephony system is required, Cisco preferred
• Knowledge of Workforce Manager systems is required, Verint preferred.
• Knowledge of Customer Relationship Management platform is required, Salesforce preferred
• Proficient in MS Office (outlook, OneDrive, SharePoint, Word, Excel, Visio, PowerPoint, teams)
• Ability to schedule and coordinate department activities, identify training needs, and effectively respond to changes in the work environment
• Strong planning skills with the ability to multi-task while being detail oriented
• Tract, integrity, flexibility, problem solving capacity
• Understand how this role impacts our patients and how to positively impact their experience

#LI-REMOTE

We win together

Each CTCA employee is a Stakeholder, driven to make a true difference and help win the fight against cancer. Each day is a challenge, but this unique experience comes with rewards that you may never have thought possible. To ensure each team member brings his or her best self, we offer exceptional support and immersive training to encourage your personal and professional growth. If you’re ready to be part of something bigger and work with a passionate, dynamic group of care professionals, we invite you to join us.

Visit: Jobs.cancercenter.com to begin your journey.

Executive Administrative Assistant

at StyleSeat

100% Remote (U.S. based only)

About the role

As an Executive Administrative Assistant, you will work directly for the members of our Executive team, and across the organization on a daily basis. In this role, you will anticipating their needs, optimizing their time, and providing general administrative and logistical support.

The successful candidate will be resourceful, dependable, and able to balance multiple and competing priorities. You will have a strong emphasis on organization, process, and attention to detail. Additionally, our ideal candidate will have exceptional written and verbal communication skills and carry out your duties with the utmost discretion, professionalism, and integrity. This is a challenging, fast-paced, and rewarding position in an environment where you can take ownership of your role, and be part of a scaling company.

What you’ll do

Main Responsibilities

• Provide strategic administrative and project support to 3 members of the Executive Team
• Extensive calendar management for internal and external meetings
• Organize travel arrangements including developing detailed agendas, managing accommodations, and addressing other logistical requirements
• Draft and manage correspondence and communications on behalf of Executives, as appropriate
• Own meeting preparation and follow-up including: reviewing upcoming meetings, sending out agendas or documents to meeting attendees as necessary, managing notes and follow-ups where appropriate, and tracking projects in different tools.
• Act as a liaison both internally and externally, maintaining a sense of professionalism and collaboration at all times
• Organize and prepare expense reports and submit invoices as necessary
• Perform special projects from inception through completion
• Assist with companywide events and projects as necessary

Who you are

Successful candidates can come from a variety of backgrounds, yet here are some of the critical and nice to have experiences we’re looking for:

• 5+ years of recent, full-time administrative support, preferably directly supporting multiple executives in a fast-paced environment
• Experience working remotely is preferred, but not required
• Must be highly-organized, adaptable, efficient, and demonstrate an innate attention to detail
• Highly-proficient in GSuite, particularly Gmail, Docs, Drive, Calendar, and Meet
• Flexibility in terms of responsibilities and responsiveness, with a positive “can-do” attitude
• Independent – an ability to work with little direction, and exercise sound judgment when making time-sensitive decisions – yet be able to thrive in a team setting with a willingness to help others
• Problem-solver – proactively and efficiently identifies creative solutions
• Trustworthy – must have impeccable discretion with access to sensitive company, customer, and personal information
• Exceptional communication and interpersonal skills – poised, professional, and articulate, as you will be representing Executives to many different external parties

Who we are

Committed to inclusivity, StyleSeat offers a thoughtfully designed platform for consumers to discover and connect with high-quality beauty professionals who are well-versed in styles and treatments that appeal to erse needs and wants, and can turn their visions into reality. Whether you’re booking braids, balayage, or brows, StyleSeat makes it easy to find someone who is a master of their craft. We have powered over 155 million personal care appointments and $10.6B in revenue for our pros and are on the path to much more.

Senior Business Assistant (Remote USA)

locations

New York City, New York

time type

Full time

job requisition id

R-180147

Our Purpose

We work to connect and power an inclusive, digital economy that benefits everyone, everywhere by making transactions safe, simple, smart and accessible. Using secure data and networks, partnerships and passion, our innovations and solutions help iniduals, financial institutions, governments and businesses realize their greatest potential. Our decency quotient, or DQ, drives our culture and everything we do inside and outside of our company. We cultivate a culture of inclusion for all employees that respects their inidual strengths, views, and experiences. We believe that our differences enable us to be a better team one that makes better decisions, drives innovation and delivers better business results.

Overview

The Enterprise Partnerships team’s mission is to find and commercialize new areas for Mastercard’s technology and network by using Mastercard’s core competencies in new, different and strategic ways. The group partners with leading enterprises in verticals such as Smart Global Cities, Travel, and Trade to address global opportunities. The focus is to bundle Mastercard’s assets with our partners’ assets to target and develop new ecosystems. Our partners include a broad and erse range of global brands. Are you an experienced Senior BA and team player with great customer service ethic? Do you have exceptional organizational skills and are you solution focused? Do you have excellent written and verbal communication skills? Do you enjoy working in a fast paced and dynamic environment?

Role

Perform Senior Business Assistant and General Administrative duties to support the Executive Vice President Global Cities, based in NYC Tech Hub. Responsibilities are as follows: Responsible for all administrative and operational activities for the Global Cities team, which includes but is not limited to phone coverage, scheduling complex meetings and travel arrangements, conference calls and Steering Committees, expense reporting, managing purchase orders and supplies, screening email/mail; Developing and/or preparing correspondence; research, reports, dashboards, presentations or other assigned documentation in specified software package. May research special topics as assigned. Handling inbound requests which may include initial contact/screening of inbound event speaking, media and press requests. Analyzes data from multiple sources and draws conclusions and/or recommends changes for manager’s review. Involved in maintaining and tracking departmental reports on an ongoing basis (i.e. budgets) including management of Salesforce (internal sales activity tracking platform) and reporting on engagement activities. Routinely handles internal and external inquiries by screening calls, answering questions, and redirecting to appropriate personnel Coordinates logistics for more complex meetings/activities, i.e. internal and external meetings including various business events and handling ad hoc projects where assigned. Assists in writing, editing communication materials/collaterals for the team Provides support at communication events, speaking engagements, media outreach and press conferences Uses discretion and care on a regular basis when working with sensitive/confidential data pertaining to the department or Mastercard Working in team with other Senior Business Assistants in the EP team to ensure alignment and operational coverage Project Management support

All About You

Must be able to self-direct and work effectively with others at all levels of the organization including senior leaders, executive management and consultants Understanding of the public sector would be beneficial, particularly in the higher level duties Must have a solid track record in an administrative role within a professional environment Incumbent will be involved in high-level contact with internal/external stakeholders and may be exposed to sensitive information, must demonstrate confidentiality, good business judgment and diplomacy Ability to function as a team member in a time-compressed, highly dynamic and ambiguous environment to ensure deliverables are achieved Proficient knowledge of the MS Office Suite, including Excel, Word and PowerPoint skills. Proficient in Outlook Attention to detail with excellent written and verbal communication skills Demonstrated ability to manage time and multiple commitments Strong decision-making and problem solving skills Excellent interpersonal and written/verbal communications skills Assignments require incumbent to apply knowledge and skills to routinely resolve complex administrative problems independently or with others Assignments required the use of judgment to develop, modify and adapt procedures in order to most effectively meet demands of given situations May be recognized as an information resource within department and by others Bachelor’s degree or equivalent preferred Excellent communication and interpersonal skills Proficient in Word, Excel, PowerPoint and Outlook Financial services, Fintech, Start-up, Consulting industries is a plus

COVID-19 Considerations

In many locations, we’ve implemented a virtual hiring process and continue to interview candidates by video or phone. In addition, in our NYC offices, as required by law, only iniduals who have been fully vaccinated against COVID-19 will be permitted inside Mastercard offices unless a reasonable accommodation has been approved in advance.

In the US, Mastercard is an inclusive Equal Employment Opportunity employer that considers applicants without regard to gender, gender identity, sexual orientation, race, ethnicity, disabled or veteran status, or any other characteristic protected by law. If you require accommodations or assistance to complete the online application process, please contact [email protected] and identify the type of accommodation or assistance you are requesting. Do not include any medical or health information in this email. The Reasonable Accommodations team will respond to your email promptly.

Corporate Security Responsibility

All activities involving access to Mastercard assets, information, and networks comes with an inherent risk to the organization and, therefore, it is expected that every person working for, or on behalf of, Mastercard is responsible for information security and must:

• Abide by Mastercard’s security policies and practices;
• Ensure the confidentiality and integrity of the information being accessed;
• Report any suspected information security violation or breach, and
• Complete all periodic mandatory security trainings in accordance with Mastercard’s guidelines.

Executive Assistant to the VP of Development

REMOTE

United States

Development

Full time

OVERVIEW

Description

About the Organization

ClimateWorks Foundation is a global organization committed to our mission: to end the climate crisis by amplifying the power of philanthropy. Since our founding in 2008, we have awarded over $1.3 billion in grants to more than 600 organizations advancing climate solutions around the world. We helped grow the field of climate philanthropy to where it stands today, establishing infrastructure, global networks, and momentum for continued growth. Through our Global Programs and Services, we equip philanthropy with global knowledge, networks, and solutions to drive climate progress.

• Scaling solutions: Our collaborative Global Programs focused on solution areas including carbon dioxide removal, cooling, industry, transportation, and more produce results that are bending the greenhouse gas emissions curve. From the U.S. to Europe, China, Brazil, and beyond, we collaborate with a erse community of funders, NGOs, and climate leaders to accelerate just and equitable climate solutions.
• Guiding and supporting funders: Our Global Services provide funders with comprehensive resources to assess, build, evolve, and execute high-impact climate-giving strategies. Our Global Intelligence service equips funders and the climate community with climate insights to pinpoint opportunities for impact and philanthropic insights to help identify investment priorities. We facilitate Global Collaborations that enable funders to increase inidual and collective impact. Our Global Grantmaking services enable funders to invest in climate solutions around the world.
• Fostering collaboration, exploration, and growth: Our collaborative approach and commitment to learning ensures that we continuously explore innovative ideas and emerging opportunities all with the aim of scaling philanthropy-supported initiatives to help end the climate crisis.

As experts in climate science, public policy, economic and social analysis, and strategic philanthropy, ClimateWorks’ staff understands the multi-faceted challenges and opportunities of climate change. We are researchers, strategists, collaborators, and grantmakers who care passionately about our mission.

Department Summary

Led by the Vice President for Development, the Development team at ClimateWorks is responsible for leading strategic philanthropic partnerships and fundraising for the organization and supports efforts to generate funder interest in climate mitigation generally. The Development team works to build relationships with key funders in climate mitigation to support climate solutions and strategies and introduces new funders to opportunities in climate philanthropy. The team works closely with ClimateWorks Executive, Finance, Programs, and Marketing teams, the Climate Leadership Initiative, and regional climate foundations.

Job Summary

The Executive Assistant plays a key role on the Development team, leading schedule coordination, arranging travel and meeting logistics, preparing meeting materials, coordinating administrative activities, and communicating with other teams at ClimateWorks for the VP of Development and the department at large as needed.

The Executive Assistant represents the Development department both internally and externally and must have good judgment and significant initiative. Because the VP of Development often meets with important donors and funders of ClimateWorks, the Executive Assistant must be an independent and experienced assistant with strong organizational and interpersonal skills. The Executive Assistant reports to the Vice President of Developments and coordinates with the Director of Development and Development Operations Manager to ensure the administrative needs of the Department are met.

Essential Tasks

The Executive Assistant will perform the following and other duties as assigned:

• Manage the VP of Development’s calendar and time, including complex scheduling with colleagues within ClimateWorks, high-level external partners, and funders; proactively review the calendar for conflicts or other issues.
• Communicate with the Development team and other teams at ClimateWorks about relevant scheduling and other administrative issues, coordinating with the Executive Office and others as appropriate, for resolution.
• Coordinate extensive travel and meeting logistics.
• Assist the VP of Development with correspondence and task management; anticipate upcoming tasks and deadlines and ensure deadlines are met; and assist in prioritizing demands on the VP of Development’s time.
• Ensure that the VP of Development is fully briefed and prepared for meetings, events, and trips.
• Assist in the research and preparation of briefings and materials for meetings and presentations; schedule pre-event briefing, planning, and preparation meetings with others as necessary.
• Follow reporting requirements, including filing expense reports on behalf of the VP of Development as required.
• Support the process for contracting with consultants and other vendors that are needed for the Development team’s work.
• Assist other Development team members with scheduling, expense reports, and events support as needed.
• Review communications and documents for accuracy, completeness, format, and grammar.
• Ensure that files, both electronic and paper, are organized and current.
• Write letters and emails as needed and regularly contact colleagues within and outside of the foundation.

Required Qualifications

Must Have:

• 5+ years of administrative work experience, with 2+ years in a senior administrator/executive assistant role
• Previous experience maintaining complex calendars and coordinating meetings/events
• Excellent verbal and written communication and interpersonal skills
• Attention to detail and strong organizational skills
• High degree of proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Ability to work effectively and efficiently (both virtually and in-person) with minimal supervision
• Ability to judge the relative importance of issues and act independently to address them, applying the appropriate level of urgency and drive to achieve results
• Ability to keep calm under pressure, prioritize and manage multiple and sometimes competing tasks, and multi-task
• Ability to handle sensitive matters with discretion
• Tact, poise, professionalism, diplomacy, and a good sense of humor; the ability to work with a team and to interact with people from all walks of life
• Commitment to the mission and values of ClimateWorks Foundation
• A commitment to a erse, inclusive and equitable work environment

Nice to Have:

• BS or BA degree
• Past work at a philanthropic and/or environmental organization
• Experience with Salesforce
• Experience working internationally or with partners working abroad

Compensation

ClimateWorks offers an excellent benefits package and a competitive salary that is commensurate with experience (geographic differential applied based on location).

Location

ClimateWorks Foundation is based in the San Francisco Financial District. This position is classified as US Flexible. Exceptional candidates can work from the SF office or from other locations, geographic differential applied to compensation based on local cost of labor.

Commitment to Racial and Social Justice

At ClimateWorks Foundation, we are driven by our vision of creating a thriving planet for all living beings for generations to come. We aim to foster an inclusive workplace that values erse lived experiences and emphasizes the voices of marginalized people especially Black, Indigenous, and People of Color who are most vulnerable to climate impacts, and whose voices, ideas, and leadership are crucial to winning the climate fight.

To ensure that we are making meaningful progress, we have made a set of ersity, equity, and inclusion commitments across all dimensions of our work to further our mission and realize our vision. For more information, please visit: Fostering Racial and Social Justice in Pursuit of our Mission

Equal Employment Opportunity

Equal employment opportunity and having a erse staff are fundamental principles at ClimateWorks Foundation and as such we are committed to creating a erse and multi-cultural work environment. We strongly encourage and seek applications from women, people of color, and bilingual and bicultural iniduals, as well as members of the lesbian, gay, bisexual, and transgender communities. We are committed to providing equal employment opportunities to all employees and applicants without regard to race (including traits historically associated with race), ethnicity, religion, color, sex (including childbirth, breast feeding, and related medical conditions), gender, gender identity or expression, sexual orientation, national origin, ancestry, citizenship status, uniform service member and veteran status, marital status, pregnancy, age, protected medical condition, genetic information, disability, or any other protected status in accordance with all applicable federal, state, and local laws.

This policy extends to all aspects of our employment practices including, but not limited to, recruiting, hiring, discipline, termination, promotions, transfers, compensation, benefits, training, leaves of absence, and other terms and conditions of employment.

ClimateWorks Foundation is committed to complying with all laws protecting qualified iniduals with disabilities, as well as employees’ religious beliefs and practices. This policy extends to all aspects of our employment practices including, but not limited to, recruiting, hiring, discipline, termination, promotions, transfers, compensation, benefits, training, leaves of absence, and other terms and conditions of employment. ClimateWorks Foundation will provide a reasonable accommodation for any known physical or mental disability of a qualified inidual and/or employees’ religious beliefs and practices, as required by law.

If you require an accommodation, please notify Human Resources. Once ClimateWorks Foundation is aware of the need for an accommodation, it will engage in an interactive process to identify possible accommodations.

Application Process

ClimateWorks Foundation is an equal opportunity employer and welcomes a erse candidate pool. The Foundation recognizes ersity as an asset essential to accomplishing its work and views ersity as encompassing differences in race and gender/gender identity, as well as age, national origin, disability, sexual orientation, job skills, education, and geographic location. All qualified candidates are encouraged to apply as soon as possible.

This position will remain open until filled.

Benefits

ClimateWorks offers an excellent benefits package and a competitive salary that is commensurate with experience (geographic differential applied based on location).

Healthcare Plans:

Multiple options available through Kaiser & UHC

• HMO – 100% coverage for employee and dependents
• POS – Employee pays difference beyond HMO coverage (3 out of 4 POS options are at 100% coverage for employee and dependents)
• Dental 100% coverage for employee and dependents
• Vision 100% coverage for employee and dependents

Fertility Benefit

• Fertility care through Carrot Fertility. Access to on-demand doctor-approved content, pregnancy support, and virtual chats with medical, legal, and regulatory experts.

Disability Benefit (long and short-term)

Life Insurance (3x base salary up to $750k for employee only)

PTO

• 20 days (1st year)
• 25 days (2nd – 8th year)
• 30 days (9th year)

Holidays

• 11 Observed and 2 floating

401k Plan

• After 6 months of service, CWF automatically contributes 9% of gross earnings per pay period to retirement fund*
• After 6 months of service, CWF matches 100% of employee contributions up to a max of 6% of gross earnings per pay period*

Executive Assistant (Dallas, TX or Remote)

• REMOTE NA
• G&A – 14013 – BUSINESS OPERATIONS
• FULL TIME

Aircall is a place where voices are valued.

Backed by over $220 million of investment since 2015, we create technology that fuels accessible, transparent and collaborative communication to empower our base of 14,000+ customers (and growing) to make authentic, human connections.

Conversation is a cornerstone of our culture. Wherever our people find themselves in the Aircall world – Paris, New York, Sydney, Madrid, London, Berlin, Tel Aviv, or at home – everyone has a voice that is valued.

Whatever your background, wherever you’re from – we want you to join the conversation. Let’s talk.

We are looking for an Executive Assistant (aka Miracle Worker) to work closely with our Executive Business Partner and build a best-in-class support experience for our C-Levels and their teams! This role will be responsible for assisting our CEO, CCO, and General Counsel all based in North America (Dallas, Texas and NYC).

Your mission @ Aircall:

• • Support 3 executives in their day-to-day organization (calendar, travels, emails, admin)
  • Organize small to medium-sized internal events
  • Draft and relay internal communications
  • Know, apply and promote internal processes, help train the teams as appropriate on new tools
  • Work to create and maintain a good and collaborative atmosphere within the supported executives’ departments

A little about you:

• • 2+ years of experience in admin support is ideal, preferably acquired in tech or a fast-paced environment
  • English fluency (mandatory as you will work mostly in English)
  • Exceptional time management skills + organization/productivity
  • Familiarity with GSuite
  • Problem solver who loves to help and find solutions to tricky situations
  • Have a strong sense of work ethic and confidentiality
  • Are curious and keen to work in a fast-paced environment, surrounded by over-motivated colleagues
  • Strong written and verbal communication skills
  • Based in Dallas, TX is a plus
  • Some French is a plus

Key traits we look for:

• You are coachable, you are resilient, you are solution oriented coming to the table with great ideas, and you find the fun in a good challenge!
• We will invest in you, as you invest in us. We believe that owning your growth and owning your success starts with you, but it’s up to us to help provide the platform for learning, growing and building your career!
• Aircall is constantly moving forward. We’re building new roads to complete our journey, and we’re taking people with us who have the same builder mentality.
• Let’s grow together: Aircall is a place for those who dare to be bold and seek responsibility, excellence, and the opportunity to push themselves to new heights.
• We’re creating a place where great people trust one another and thrive together.

People flourish at Aircall and now is the time to be part of the team and the journey we’re on.

Why join us?

• Key moment to join Aircall in terms of growth and opportunities
• Our people matter, work-life balance is important at Aircall
• Fast-learning environment, entrepreneurial and strong team spirit
• 45+ Nationalities: cosmopolite & multi-cultural mindset
• Competitive salary package & equity
• Medical, dental, and vision insurance is 100% covered
• 401k plan with company matching!
• Unlimited PTO — take the time you need to come to work feeling great!
• Wellness, internet, and childcare reimbursements
• Generous parental leave policy

DE&I Statement:

At Aircall, we believe ersity, equity and inclusion – irrespective of origins, identity, background and orientations – are core to our journey.

We pride ourselves on promoting active inclusion within our business to foster a strong sense of belonging for all. We’re working to create a place filled with erse people who can enrich and learn from one another. We’re committed to ensuring that everyone not only has a seat at the table but is valued and respected at it by providing equal opportunities to develop and thrive.

We will constantly challenge ourselves to make sure that we live up to our ambitions around ersity, equity and inclusion, and keep this conversation open. Above all else, we understand and acknowledge that we have work to do and much to learn.

Title: Executive Assistant II (Remote)

Location: US-Remote

Join TuSimple and help change the way the world moves. Together we’re making freight transportation safer, more efficient, and more environmentally friendly.

Company Overview

Come join a higher calling and find a deeper purpose!

As a multi-national Artificial Intelligence Technology Company, we are at the epicenter of the Autonomous Vehicle Universe. Our breakthroughs are leading the industry in autonomous trucking.

While inventing the framework of Autonomous Driving, our current fleet of autonomous Trucks are helping communities receive much-needed supplies and medical equipment around the clock. Our people are some of the most talented engineers and contributors who are leaving behind a historic legacy.

TuSimple was founded in 2015 with the goal of bringing the top minds in the world together to achieve the dream of a driverless truck solution. With a foundation in computer vision, algorithms, mapping, and Artificial Intelligence, TuSimple is working to create the first global commercially viable autonomous truck driving platform!

Job Overview

TuSimple’s Executive Assistant II ensures the seamless execution of our Executive(s)’ administrative needs, often anticipating needs and often acting on behalf of the assigned executive(s).

In this role, the Executive Assistant II oversees complex scheduling and meeting/travel logistics for the assigned executive(s). The incumbent is responsible for ensuring the executive(s) is well informed of and fully prepared for upcoming commitments, and attends meetings on behalf of the executive(s) to relay messaging, identify action items, and track progress.

The Executive Assistant II must often act independently, under minimal to no guidance, to seamlessly execute complex assignments while utilizing considerable judgment and initiative.

Opportunity, Responsibilities, & Mission

• Ensures the efficient and effective functioning of the day-to-day activities for the assigned executive(s); anticipates needs and proactively addresses.
• Works closely and effectively with the executive(s), keeping him/her well informed of upcoming commitments and responsibilities and following up appropriately.
• Manages and maintains the executive(s)’ extremely active schedule, factoring in the executive(s)’, team’s and business priorities and addressing conflicting needs expeditiously. Makes travel arrangements for frequent travel needs, including: handling complex itineraries with speed and accuracy.
• Oversees meeting logistics through the scheduling of all necessary attendees, booking meeting rooms, preparing meeting agenda and any other required documentation; arranging for beverages and/or meals, preparing meeting rooms, taking meeting minutes, assisting with the clean up after and anticipating conflicts and solving for scheduling issues.
• Prepares presentations, memos, correspondence, organizational charts, spreadsheets, etc., some of a highly confidential nature. Provides support with talks and media communications. Updates and maintains web-pages, dashboards and other databases. Makes copes, scans documents, collates documents, and files.
• Attends meetings to identify action items and follow up on behalf of the executive(s). Collects and manages various project reports and presents to the executive(s) in an organized manner.
• Understands and presents pending issues to executive(s) to expedite the decision-making process
• Plans and coordinates events and off-sites, including all logistics and budgetary requirements.
• Provides recommendations for various organizational process improvements.

Experience & Skills – Required

• 5+ years administrative support experience
• Proficient in Google Suite (highly preferred) and Microsoft Office Suite.
• Proven ability to handle confidential information with discretion.
• Established experience maintaining highly complex calendaring and travel logistics.
• Able to maintain excellent attention to detail and accuracy.
• Superior proofreading and editing skills.
• Established proactive and resourceful approach to problem-solving with excellent decision-making capability and ability to to examine interdependency implications.
• Demonstrated excellence with planning, time-management, prioritization and successful execution of multiple simultaneous assignments.
• Demonstrated adaptability with addressing various completing demands, while providing the highest level of customer service and responsiveness.
• Exceptional interpersonal, oral and written communication skills. Capable of listening and obtaining clarification, changing approach or method to best fit the situation. Able to effectively and confidently work with a wide variety of senior leadership, inside and outside of the organization.

Behavioral Competencies

• Entrepreneurial self-starter, with proven ability to effectively work in ambiguous environments and support continuous improvement.
• Intellectually curious with a strong bias to action.
• High degree of dedication to improvement, strong sense of ownership.
• Data-driven, fact-based decision maker with established understanding of business implication.
• Divergent thinker with a fervent need to deliver creative solutions that drive the business forward.
• A strong drive and willingness to own projects and see them to completion.
• Highly resourceful, a demonstrated history of independently locating information and resources necessary to accomplish objectives.
• Ability to quickly build trust and rapport with a wide range of internal and external stakeholders.
• Ability to effectively influence the actions and opinions of others at all levels of the organization. Able to effectively and respectfully challenge the status quo and drive change.
• Demonstrated ability to manage multiple concurrent assignments while meeting deadlines and demanding quality execution.
• Ability to collaborate with multiple stakeholders, understand and interpret stakeholder needs.
• Proven ability to work independently and as part of a team; capable of effectively engaging with highly technical staff.
• Proven ability to work in a matrix organization, tech start-up experience preferred.
• Ability to maintain steady leadership throughout aggressive deadlines, changing priorities, and evolving operations, as common to progressive start-up environments

Perks

• Competitive salary and benefits
• 100% Company-paid Medical, Vision, and Dental insurance plans
• Annual Bonus Plan
• Company 401(K) program with Company match
• Company-paid life insurance
• Company-paid education/training
• Company-paid gym membership
• Shape the landscape of autonomous driving
• Opportunity for professional growth and career advancement
• Daily breakfast, lunch, and dinner while on-site at one of our office locations

TuSimple is an Equal Opportunity Employer. This company does not discriminate in employment and personnel practices on the basis of race, sex, age, handicap, religion, national origin or any other basis prohibited by applicable law. Hiring, transferring and promotion practices are performed without regard to the above listed items.

Organizing Associate

Organizing · Remote (Flexible), Massachusetts

Are you looking for us?

Status: The position is full-time, non-exempt, salaried

Compensation: $58,810 – $61,750, commensurate with experience, with competitive benefits package

Location: Remote

Benefits: Best in Class benefits package currently including 100% employer paid health insurance plus 50% for dependents/families, a 5% employer retirement match, 32-hour work weeks, 3 weeks vacation, 13 holidays, generous sick time, and a commitment to professional development.

You have a passion for movement building and organizing a base towards collective power. You enjoy learning new systems and strengthening them to cultivate a political home for members and providing support to create gathering spaces rooted in compassion. You are organized and detail oriented, comfortable with meeting deadlines, a good communicator, and working in local, regional, and national teams comes easy to you. You are excited to work toward abortion access and reproductive justice.

Organizational Overview:

The National Network of Abortion Funds (NNAF) builds power with members to remove financial and logistical barriers to abortion access by centering people who have abortions and organizing at the intersections of racial, economic and reproductive justice. Together with our members, we advocate for cultural and political change to ensure access for people who face the greatest obstacles to abortion access: women with lower income, women of color, young women, and transgender and gender nonconforming people. This is an exciting time for NNAF as we grow, nurture new funds emerging in underserved areas, deepen our support for funds working within the reproductive justice framework, and co-lead a bold national coalition campaign to increase abortion access by restoring Medicaid coverage for abortion. We are working to make access to abortion a reality for everyone, no matter their resources. We are building a movement, mentoring young leaders, and working toward a world in which everyone can shape their own futures and families. We invite you to join us as the newest member of our dedicated and growing team at a time when we are explicitly focused on scaling our network and building the infrastructure of abortion funds to be fully staffed organizations with robust abortion funding budgets.

Position Description

The Organizing Associate is responsible for providing logistical and administrative support of the Organizing Department’s programming. The Organizing Associate’s work makes network gatherings and meetings possible with excellent logistical leadership, as well as tending to the administration of the Department’s programs and back end systems. They support, assist, and offer input on the full range of Organizing programs and strategies.

Essential Job Functions

Logistics Coordination for convenings & meetings (approximately 45% of the position)

• Coordinate and collaborate on logistics for all Organizing Department convenings and in-person team meetings. This includes location searches, relationship building with venues, contract negotiations, coordination with participants, vendor searching and booking, transportation coordination, and planning as needed to meet a wide range of accessibility needs for staff and participants. At times, this would mean coordinating with travel agents, consultants, and/or outside event coordinators, as well as internally with staff.
• Coordinate and collaborate on logistics for Organizing Department virtual convenings and meeting spaces. This includes supporting call link creation, formatting and permission setting, accessibility and security needs coordination, assistance with technical support during calls (breakout room support, chat support) and creation of digital evaluation measures for feedback from attendees.
• Support the Organizing Department with maintenance and development of logistics policies, procedures, and work plans.
• Produce logistics memos, instructions, updates, schedules, and itineraries for meetings and convenings. This includes collaborating with Coordinators & Managers.
• Maintain timely communication with staff and program participants.

Organizing Program and Department Administration (approximately 40% of the position)

• Responsible for the efficient management of the membership email account. Leading the standard in customer service and acting as a representative for Inidual Membership.
• Coordinate virtual activities for the Network Movement Building Lab (NMBL) – a capacity-building cohort, including scheduling coaching calls, cohort calls, staff calls, taking notes, disseminating notes, and overseeing funds’ profile tracking.
• Coordinate virtual activities for Inidual Membership, including scheduling webinars, taking notes, and maintaining high standards of communication with the Organizing Coordinator and Organizing Manager in tracking the program work plan.
• Contribute to implementing the back-end administration of Inidual Membership.
• Provide occasional coordination and scheduling support to other organizing and leadership development programs.
• Provide light facilitation in programming to our membership through NNAF’s organizing convenings, meetings, and trainings.
• Support strategy development for Organizing Department programs, processes, and campaigns in collaboration with the Organizing team.
• Participate in recurring staff, Organizing Team, and Membership and Organizing team meetings and complete the necessary prep work.
• Overall administrative support for the Organizing Department including internal scheduling and calendar event creation, departmental documentation, knowledge management and other internal administrative needs as they arise.

Other (approximately 15% of the position)

• Actively participate in required convenings, summits, retreats, and staff meetings, and participate in required virtual staff communications.
• Protect the organization by keeping information confidential.
• Update professional knowledge by participating in educational opportunities approved by NNAF, maintaining networks, and participating in professional organizations as relevant to your role.
• Perform duties required of all staff to support smooth internal operations such as submitting timely expense reports, reimbursement requests, and timesheets.
• Perform other duties as assigned by supervisor.

Travel Expectations

Ability to travel as job requires, approximately six times minimum per year. Travel will primarily be overnight, for approximately 2-5 days, and national. Regardless of where employee lives, and barring travel delays outside of an inidual’s control, employee must be able to arrive at destination on-time.

Please note: Due to COVID-19, organizational travel and attendance at NNAF gatherings is optional for all. We encourage staff to opt out if they are uncomfortable traveling and/or gathering due to COVID-19.

Benchmarks

• Take the lead in the development, research, and documentation of logistics for programmatic convenings and department meetings with collaboration with manager to meet all deadlines.
• Maintain communications on a daily, weekly, and quarterly basis with inidual members, Boost (shipping center), and anchor funds to resolve issues, set a standard of excellence for member care, provide inidual member anchor lists to funds, and send anchor fund payouts in collaboration with Finance team.
• Weekly upkeep of inidual member’s data in Salesforce while continually refining, identifying, and suggesting more efficient procedures for the Organizing programmatic work.
• Submit all baseline work accurately and on time every cycle. Baseline work includes Certify (monthly) or submitting reimbursements within 90 days of expenses, workplanning in Trello (keeping your own annual and quarterly workplan updated and participating in maintaining your department’s), Slack and email communication (daily), timesheets in ADP (bi-weekly), participating in all staff meetings (monthly) and department meetings, and consistently working core hours.

Qualifications

Job experience requirements

• One to two years of event planning experience (including event logistics) for 40+ people.
• One to two years of experience with vendor contract negotiation.
• Experience scheduling and producing itineraries.

Specific skill sets

• Highly organized and detail oriented.
• Proficient with Google Drive applications (Docs, Sheets, Slides, and Surveys), social networking sites, as well as internet savvy; comfortable with basic troubleshooting. Comfortable in a nimble, dynamic work environment.
• Strong verbal, written, and interpersonal skills.
• Ability to work with erse staff, board, and member funds with sense of humor and flexibility.
• Self-motivated, resourceful, and creative.
• Strong reading comprehension skills and willingness to absorb considerable amount of reading materials.

Preferred skill sets

• Familiarity with constituent relationship management systems (CRMs).
• Language skills other than English (Spanish highly preferred).

Qualities

• Committed to abortion access and full reproductive health care for all.
• Committed to an intersectional framework that includes, but is not limited to gender, economic, and racial justice.
• Ability to enjoy collaboration and be a part of a dynamic, highly productive and integrated team; maintain flexibility and effectively manage ambiguity in a responsive work environment.
• Self-motivated, resourceful, creative, and able to work without significant day-to-day supervision.
• Open to giving and receiving feedback and committed to practicing this regularly.
• Belief in bucking the trend through progressive policies to create a new vision for our future.
• Appreciation of working with erse staff and board in an organization committed to racial justice.

Work Environment

The physical demands and work environment described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable iniduals with different abilities to perform the essential functions.

• Depending on location, a combination of in-office and virtual office at this time. Must be able to participate in online virtual communications including email, video conferencing, and other online tools used to facilitate virtual office culture and work sharing.
• This position is full time, with employee’s regular full time schedule to be approved by supervisor. Regular hours must include attendance during core business hours from 12:00pm – 5:00pm Eastern Time, Monday through Thursday. Occasional work on evenings and weekends as needed.
• Must be able to conduct business in English; however, fluency in languages other than English is a plus.
• Smoke- and drug (illegal or recreational)-free environment.
• Some work at off-site locations may be required; NNAF aims for accessibility in any off-site location that we have control of, but some of them may not be fully accessible.
• This role routinely uses standard office equipment such as computers, phones, and scanners. Employee is regularly required to communicate effectively via computer, via phone, and in person.
• This role requires frequent sitting. The employee must frequently lift and/or move objects up to 25 pounds and occasionally lift and/or move objects up to 40 pounds.

Executive Assistant, Part Time

at ideas42

Remote

Work Authorization: Candidates must already be authorized to work in the U.S.

Salary Range: $55,000- $70,000

Role and Responsibilities

ideas42 has a clear mission: to use our unique experience as a nonprofit at the forefront of behavioral science to change millions of lives. We create innovative solutions to tough problems in economic mobility, health, education, safety and justice, consumer finance, energy efficiency and international development. We are seeking an inidual who is an experienced administrative professional, skilled in providing executive level support across multiple focus areas. You will work closely with our Executive Director and serve as their “right hand” to provide administrative support while advancing the mission of the organization. You will help manage his time effectively and provide support with ongoing projects, relationship management and business development. We offer a dynamic and unique working environment, with a team of highly accomplished iniduals who are seeking to make a powerful and positive impact in the world.

Your responsibilities will include:

• Heavy calendar management. You will fully own and manage the calendar for the Executive Director. This includes helping to optimize the use of his time by scheduling work blocks, email time, planning, progress tracking, as well as internal and external meetings that you directly support.
• Assist with scheduling senior team meetings, all-team meetings, trainings and events, retreats, etc.
• Write email correspondence on behalf of the Executive Director related to scheduling and basic communication needs.
• Keep contacts details up-to-date, entering and retrieving data from a contact management resource, keeping track of interactions and follow-up items with those contacts. You will make suggestions regarding contacts with whom they should connect based on related focus areas, time elapsed from last correspondence and travel schedule to areas where contacts reside.
• Assist with travel arrangements (both domestic and international). This includes presenting flight and hotel options, booking the travel and preparing and entering all logistical information into the executive’s calendars and dealing with any necessary unexpected issue that may arise during travel.
• Track expenses and prepare expense reports on behalf of the Executive Director.
• Assist as necessary with the preparation of reports and compliance requirements.
• Work closely with the Chief of Staff to assist with a wide-ranging portfolio of internal projects to improve the operations of the business.

Qualifications

Minimum qualifications

• At least five years of experience of executive support. Note: comprehensive experience of calendar management & arranging travel or clear ability to prove you would succeed at calendar management & arranging travel is a strict requirement.
• High level of proficiency with MS Office, Google Business Apps, SalesForce, and Zoom conferencing systems.
• A natural problem-solver with excellent prioritization skills, successfully managing competing priorities and multiple deadlines, with high attention to detail.
• Superb interpersonal and communication skills (written and oral) and experience with relationship management.
• Strong attention to detail, meticulous management of a large tasks list, with adeptness to juggle task prioritization as new tasks come in while ensuring no tasks fall through the cracks.
• Ability to work independently, while retaining a positive attitude and approachable demeanor.
• Proactive self-starter who displays ownership for all responsibilities and more.
• A strong level of discretion and judgment when dealing with sensitive or confidential
• information.
• Willingness to work hard to help the organization succeed.
• Willingness to volunteer/lead initiatives that interest you.

Preferred qualifications

• Bachelor’s degree and strong academic record preferred, but not mandatory.
• Strong computer and IT support skills and a willingness to take on additional IT-oriented tasks.
• Interest in behavioral science and the ideas42 mission.

Executive Assistant

USA – Remote

Full time

#WeAreCrowdStrike and our mission is to stop breaches. As a global leader in cybersecurity, our team changed the game. Since our inception, our market leading cloud-native platform has offered unparalleled protection against the most sophisticated cyberattacks. We’re looking for people with limitless passion, a relentless focus on innovation and a fanatical commitment to the customer to join us in shaping the future of cybersecurity. Consistently recognized as a top workplace, CrowdStrike is committed to cultivating an inclusive, remote-first culture that offers people the autonomy and flexibility to balance the needs of work and life while taking their career to the next level. Interested in working for a company that sets the standard and leads with integrity? Join us on a mission that matters – one team, one fight.

About the Role:

We are seeking a talented and highly motivated Executive Assistant. This EA will be aligned to our one of our global organizations and be capable of providing strategic and operational support. EA must be based in the East Coast or West Coast time zone.

Knowledge & Skills:

• Possesses professional expertise, applies company policies and procedures to resolve a variety of issues.
• Exercises judgment within defined procedures and practices to determine appropriate action.
• Influences within team and builds relationships outside of immediate area to accomplish objectives.
• Assist with project management requiring finesse, flexibility, and patience. Prioritize workflow and deliverables as objectives and business needs dictate.
• Ability to handle sensitive matters and exercise sound judgment, discretion, and confidentiality.
• Executive interfacing skills, particularly in written and verbal communication — ability to communicate clearly and concisely across all levels of the organization, with maximum attention to detail.

Key Areas of Responsibility:

• Manage multiple projects simultaneously, including but not limited to: preparation for EQBRs, towhall meetings, department offsites and events.
• Provides strategic and operational support to corporate executives at VP level and above.
• Researches and prepares company proprietary and open source information for use in discussions and meetings of executive staff with external counterparts.
• Able to stand proxy for executive during external planning and logistics calls or other meetings requiring executive commitment.
• Establishes high-level contacts of a sensitive nature inside and outside the company and maintains those relationships.
• Assist in formulating and tracking the budget for offsites, including hotel and meeting space procurement, contract negotiation, vendor management, room block management, team building activities, travel and ground transportation logistics, catering, etc.
• Proactively prioritize executive’s time and commitments — always one step ahead and making decisions for today that are based on timeline of future events.
• Manages heavy calendar (via Outlook) and meeting management responsibilities, to include worldwide travel planning and scheduling, as well as expense reconciliation, in a company experiencing rapid growth.
• Proactively addresses all aspects of travel such as security and threat levels, currency, weather, and destination culture advice to executive, to ensure effective use of time and resources to promote productivity.
• Engagement is required with other senior leaders of the organization, which may include C-level and external executives.

What You’ll Need:

• BA/BS or equivalent educational background is preferred.
• Minimum 5+ years of relevant professional experience in direct executive support.
• Routine engagement experience at the VP or SVP executive level is required.
• Advanced MS Office and GSuite skills

Benefits of Working at CrowdStrike:

• Remote-first culture
• Market leader in compensation and equity awards
• Competitive vacation and flexible working arrangements
• Comprehensive and inclusive health benefits
• Physical and mental wellness programs
• Paid parental leave, including adoption
• A variety of professional development and mentorship opportunities
• Offices with stocked kitchens when you need to fuel innovation and collaboration

We are committed to fostering a culture of belonging where everyone feels seen, heard, valued for who they are and empowered to succeed. Our approach to cultivating a erse, equitable, and inclusive culture is rooted in listening, learning and collective action. By embracing the ersity of our people, we achieve our best work and fuel innovation – generating the best possible outcomes for our customers and the communities they serve.

CrowdStrike is committed to maintaining an environment of Equal Opportunity and Affirmative Action. If you need reasonable accommodation to access the information provided on this website, please contact [email protected], for further assistance.

CrowdStrike, Inc. is committed to fair and equitable compensation practices. For applicants in Ithaca – NY, New Jersey City – NJ, and Colorado, the salary range is $55,000 – $90,000 per year + bonus + equity + benefits. A candidate’s salary is determined by various factors including, but not limited to, relevant work experience, skills, and certifications. The salary range may differ in other states.

Sr Executive Assistant

Remote-Texas-Houston Metro

Remote-Connecticut-Boston Metro

Full time

REQ-32230

We exist to help people achieve financial clarity. At Thrivent, we believe money is a tool, not a goal. Driven by a higher purpose at our core, we are committed to providing financial advice, investments, insurance, banking and generosity programs to help people make the most of all they’ve been given.

At our heart, we are a membership-owned fraternal organization, as well as a holistic financial services organization, dedicated to serving the unique needs of our clients. We focus on their goals and priorities, guiding them toward financial choices that will help them live the life they want today—and tomorrow.

The Senior Executive Assistant provides Thrivent Executives with comprehensive support to include calendar management, meeting coordination, travel planning, and communications support with exceptional accuracy, efficiency, and professionalism. Routine tasks include managing day-to-day schedule, workflow, and action items, handling confidential information, creating presentations and meeting agendas, coordination of meetings, expense management, and follow-up with key stakeholders on behalf of the executive the role supports.

The incumbent must be capable of working in a fast-paced environment with shifting priorities. A key skill includes the ability to anticipate the needs of the executive and proactively take initiative to independently solve problems.

The Senior Executive Assistant is an extension of the leaders brand internally and externally and must diplomatically and professionally represent the leader all levels of the organization which includes interacting with various executives, as well as clients. The role requires superior interpersonal and communication skills (both written and verbal) exceptional etiquette, and strong business judgement.

****This can be a remote position within the US.

Job Description

Job Duties and Responsibilities

• Manages extensive and complex calendar(s) in fast-paced dynamic environment. Organizes and coordinates executive’s schedule by arranging appointments, maintaining calendars, and scheduling meetings, conferences, and travel.
• Balances competing priorities and proactively recognizes and adjusts conflicts in a timely manner; works with leader to reprioritize as necessary. Partners with other ELT/CLT Admins to address calendar needs and conflicts in a timely manner to limit disruption to the team.
• Schedules demanding internal and external meetings; adjusts and re-prioritize last-minute changes including logistics, such as conference rooms, events, and catering.
• Proactively reviews and understands meeting agendas where the leader is expected to participate. Recognizes the leader’s commitments and gets in front of and helps to manage demands/expectations/asks.
• Arranges and maintains extensive travel plans and itineraries for both domestic and international travel.
• Works collaboratively with other Executive Admins across the enterprise. Builds a strong network with other administrative assistants throughout Thrivent.
• Handles telephone calls, greets visitors, responds to information requests, and composes correspondence (often of a confidential nature).
• Reconciles and completes expense reports.
• Maintains composure, demonstrates a positive attitude, and adapts to changing priorities in a deadline driven environment.
• Relieves executive of routine and complex administrative details, including data compilation and analysis.
• Prepares meeting agendas and briefings, maintains meeting notes, and tracks completes action items.
• Prepares high-quality work products to include presentation materials, reports, and other documents as required.
• Administers and/or leads projects or processes for ision/department.
• Anticipates needs of the ELT/ CLT member, performs duties independently and works on highly confidential matters and tasks.
• Maintains and promotes strong business relationships with key stakeholders in support of management objectives.

Required Job Qualifications

• A minimum of five (5) or more years administrative experience supporting C-Suite Executive(s).
• Two-year degree from business or vocational school. Bachelor’s degree preferred.
• Advanced skills in MS Office Products including Word, Excel, and PowerPoint.
• Self-directed, able to effectively handle ambiguity, change, and transformation in a fast-paced environment with shifting and often competing priorities.
• Ability to remain calm and focused under pressure.
• Superior interpersonal skills and business etiquette; committed to service excellence.
• Excellent written and verbal communication skills; demonstrated ability to produce high-quality documents and presentations.
• Ability to write business correspondence clearly and concisely, using correct grammar, vocabulary, punctuation, and spelling.
• Demonstrated critical thinking and problem-solving ability, particularly in ambiguous or complex situations. Understands and considers business priorities.
• Capacity to handle multiple projects or tasks while effectively prioritizing to meet deadlines.
• Aptitude to lead projects as required.
• Ability to maintain integrity of sensitive/confidential information.
• Collaborative team player able to build effective partnerships with colleagues and peers across the enterprise.
• Tenacious, committed, constructive, and detail-oriented with high-energy and sense of urgency.
• Resourceful and knows how to seeks out people and information needed to address internal and external customer needs.
• Demonstrates a “can-do” spirit and takes ownership for successful completion of work/tasks and achievement of results.

Location:  International, Anywhere; 100% Remote

We are hiring a Personal Assistant (Project Manager/Business Developer) to help the CEO manage day-to-day business processes.

• Hiring Location: Ukraine, Europe, Brazil;
• Timezone: Pacific Daylight Time, Los Angeles, CA (GMT-7);
• Work type: full-time remotely.

About our company: 

LBC Mortgage is a full service mortgage company supporting customers by providing a broad range of real estate mortgage lending products in following states: CA, TX, FL, WA, NC. In addition to FHA/Conventional loan products (Fannie Mae and Freddie Mac), LBC Mortgage has access to a variety of Stated, NonQM, DSCR and even Hard Money mortgage products.

Requirements:

• 2+ years of experience in similar positions like Executive Assistant/Project Manager/Business Developer/Administrative Manager etc.
• Personal confidence, strong troubleshooting attitude;
• Attention to details and problem-solving skills;
• Time management skills, multitasking;
• Proficient in English language;
• Flexibility and adaptability;
• Skills in Google Docs, Excel;
• Tact and diplomacy.

Responsibilities:

• Day-to-day assistance, preparing correspondence and reports as requested, drafting letters;
• Acting as a first point of contact: dealing with emails, letters and phone calls;
• Managing plans and organizing meetings and appointments;
• Booking and arranging travel, transport and accommodation;
• Preparing reports, presentations and correspondence;
• Conducting research, preparing presentations to represent findings;
• Reminding of important tasks and deadlines;

Senior Administrative Associate

Job Locations: US-Remote | US-MA-Boston | US-NJ-Marlton | US-FL-Orlando | US-TX-Plano

ID: 2022-52113

Position Type: Full-Time

Minimum Salary: USD $55,500.00/Yr.

Maximum Salary: USD $67,800.00/Yr.

Description

Liberty Mutual Insurance is looking for an enthusiastic person with a background in Administrative work. This position will support the Manager, Claims Quality Improvement and the Medical Claims Field Manager.

Responsibilities:

• Establish, organize, and maintain files and records.
• Receive and respond to correspondence (some of which may be confidential); proofread, revise, and edit other materials for accuracy, thoroughness, and appropriateness.
• Accept, screen, and route telephone calls.
• Resolve routine and non-routine administrative problems and answer inquiries.
• Greet and direct visitors, as appropriate, concerning activities and operations of department/ision.
• Arrange meetings and conferences, schedule interviews and appointments and perform other duties related to maintaining one or more inidual schedules.
• Coordinate travel arrangements.
• Sort, screen, and distribute incoming and outgoing mail.
• Prepares photocopies and facsimiles and operates a variety of office equipment.
• May order and maintain supplies.

Qualifications

About Us

At Liberty Mutual, our purpose is to help people embrace today and confidently pursue tomorrow. That’s why we provide an environment focused on openness, inclusion, trust and respect. Here, you’ll discover our expansive range of roles, and a workplace where we aim to help turn your passion into a rewarding profession.

Liberty Mutual has proudly been recognized as a “Great Place to Work” by Great Place to Work® US for the past several years. We were also selected as one of the “100 Best Places to Work in IT” on IDG’s Insider Pro and Computerworld’s 2020 list. For many years running, we have been named by Forbes as one of America’s Best Employers for Women and one of America’s Best Employers for New Graduates—as well as one of America’s Best Employers for Diversity. We value your hard work, integrity and commitment to make things better, and we put people first by offering you benefits that support your life and well-being. Liberty Mutual is an equal opportunity employer. We will not tolerate discrimination on the basis of race, color, national origin, sex, sexual orientation, gender identity, religion, age, disability, veteran’s status, pregnancy, genetic information or on any basis prohibited by federal, state or local law.

Operations Associate

at Transcend

Flexible (Continental United States)

Org Partnerships Team

Start Date: Immediate

Role Type: Full Time Location: Flexible location, in the USA

Travel: Willingness to travel ~25% of the time

Who We Are:

Transcend’s mission is to support communities to create and spread extraordinary, equitable learning environments. Founded in 2015, Transcend has partnered with over 200 schools and 50 systems that collectively serve nearly 500,000 students in 30 states across the country. As a research and development (R&D) hub for the education field, Transcend provides schools and systems with research-backed, community-driven models and capacity so they can make significant leaps to reimagine the future of education. Transcend is a nonprofit that operates with a fully remote, nationwide team.

For more information, visit our website; follow us on LinkedIn or Twitter; or check out this recent podcast featuring our two co-founders on Class Disrupted.

The Opportunity:

Transcend is growing and we need additional support for our Partnerships team! The Partnerships team focuses on developing a pipeline of school innovation projects, leading innovation workshops with school communities (known as Sparks Workshops), and sharing with and learning from our broader external network.

The Operations Associate will play a critical role in team scheduling and operations, communications, and essential project management. You will ask the important questions and listen closely, so that you can mastermind the suite of project management and operational needs for your team.

This role reports to Renise Williams, Manager of School and Network Partnerships.

In this role, you will get to:

• Serve as the operations expert for the team by spearheading smooth internal operations such as scheduling meetings and work sessions, preparing agendas, taking notes, and capturing (and managing follow-through on) the next steps.
• Lead and manage operations and logistics for various workshops and events, learning experiences, and redesign cohorts, both virtually through zoom and in-person. This ranges from leading operations for 2-hour, 15-person zoom calls to operations for 4-day in-person retreats with over 60 participants. Operations here include setting up and managing zoom breakout rooms, slide presentations, music, and designing and ensuring participant access to online collaboration tools the group may be using (padlets, etc.).
• Craft and manage communications with internal staff and external stakeholders. This may include drafting/sending emails to external workshop participants, summarizing feedback or notes from internal team discussions or decision-making, etc.
• Support team special projects like planning team stepbacks, managing the team’s internal drive, summarizing participant feedback into graphs and charts, creating participant note catchers or surveys, researching locations for the team or larger group work sessions/events, etc.

The core responsibilities include, but are not limited to:

Partnerships Team Operational Support

• Manage upcoming meeting roster
• Ensure meetings call template is prepped for all external calls
• Draft and edit customized correspondence between key stakeholders
• Research and write up prospective partner summaries
• Help track the communication between the partnership team and its stakeholders
• Copy editing communications (scopes of work, emails, slide decks, etc.)

Administrative Support

• Manage the calendars of all (~4-5) partnership team members
• Schedule external-facing calls with prospective/current partners and internal-facing calls
• Enter, update, and manage data and notes into Salesforce and other applications/tools as needed
• Generate Salesforce reports and launch campaigns as needed
• Manage partnership team folder structure
• Support team retreat planning, booking teammates’ travel, and team special projects
• Other administrative tasks as assigned, which may include expense reporting, data entry, etc.

Sparks Project Support

• Own project management and execution of virtual/in-person workshops by ordering and managing supplies, setting up and closing out workshop spaces, preparing printed materials, organizing project timeline, among others
• Collaborate and meet on a regular basis with the Sparks team

Who You Are:

You have a user-centered approach to managing operations and projects on a team, both internally and externally. You have a keen eye for details, love to craft and manage smooth logistics, and build strong relationships with others to implement excellent organizational systems when planning experiences and events. You take initiative, manage your time effectively, and take great pride in your stellar organizational systems. And, you leverage these skills to orchestrate tight team organization systems. Lastly, you thrive in a fast-paced environment when things can change quickly and operate with resolute calmness and flexibility!

And above all, you love that your everyday work is in service to a mission that matters. You believe deeply in the power of education to change lives, and you are energized by contributing your love of all things operations to this cause.

To all this, you bring:

• A commitment to Transcend’s mission of building and spreading equitable, extraordinary learning environments.
• Outstanding project management and organizational skills that allow you to gather and organize multiple work streams and logistics efficiently.
• Curiosity and drive to develop clear, effective, and efficient operational processes.
• A commitment to advancing and supporting ersity, equity, and inclusion in the events you manage, the ways you communicate, and how you approach your work.
• A willingness to travel up to 1-2 times/month, for 2-3 days at a time, to support in-person operations.
• Flexibility, optimism, and a desire to learn and grow.
• Eagerness to embrace and live into Transcend’s core values.

Perks and Benefits:

Transcend is committed to providing our colleagues with a competitive benefits package. Transcend offers medical, dental and vision coverage options, org-wide holidays, paid time off, paid parental leave, professional development opportunities, and fully remote work. We’re also proud of our values-grounded, equity-focused, and fun(!) work environment, incredible colleagues, and a dedication to our work and each other.

Join Us!

Transcend is an equal opportunity employer. We are building a erse team that values ersity, equity, and inclusion, and we encourage candidates from historically under-represented groups to apply.

Executive Assistant

Remote

Full Time

Administration

Experienced

ABOUT ZERO TO THREE

Founded in 1977, ZERO TO THREE works to ensure that babies and toddlers benefit from the early connections that are critical to their well-being and development. Our mission is to ensure that all babies and toddlers have a strong start in life. At ZERO TO THREE, we envision a society with the knowledge and will to support all infants and toddlers in reaching their full potential. Our Core Values Statement: We believe that how we do our work is as important as what we do. To learn more about ZERO TO THREE, please visit our website at zerotothree.org.

OUR COMMITMENT TO DIVERSITY

ZERO TO THREE is proud to be an equal opportunity employer committed to inclusive hiring, advancement, and professional development. It is dedicated to ersity in its work, its staff, and with community partners. This is an exceptional opportunity for a professional who shares our commitment to ersity, equity, and inclusion and supports our mission to enhance outcomes for all children.

SUMMARY

The Executive Assistant will provide executive level administrative support to the Executive Director (ED) and the Strategy and Operations Officer (SOO). This position will also act as a liaison to and support the Board of Directors, as well as communicate with ZTT staff at all levels and with external parties. The Executive Assistant must be organized, able to work under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism, confidentiality, and grace.

ESSENTIAL RESPONSIBILITIES

The essential duties related to the position of Executive Assistant include providing administrative support to the ED and the SOO, and protecting and maintaining the privacy of employee personnel records, including compensation information. Responsibilities include:

• Providing direct administrative support to the ED, including but not limited to:
  • Heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as Board members and sister organizations, to coordinate a variety of complex executive meetings;
  • Coordination and prioritization of the ED daily appointment and business obligations;
  • Regular briefings with ED and or/SOO to gather all relevant data needed to prioritize duties and efficiently meet ED’s needs;
  • Development and maintenance of a consistent and easy to use daily schedule system which contains all necessary reading and briefing materials and provide such schedule and materials at least one day in advance;
  • Anticipation of both time and materials needed in advance and adjust schedule to ensure the ED has sufficient time to prepare and respond;
  • Exercising judgment and knowledge of the organization to screen and refer incoming calls and correspondence to the respective employee or department while ensuring that appropriate calls are the only ones that go through to the ED;
  • Managing the ED’s e-mail ensuring that all mail not needing the ED’s attention is screened, removed or referred;
  • Assisting in preparation of ED’s speeches and presentations, including proofing and formatting materials and slide deck presentations; and
  • Proof reading correspondence and other materials.
• Providing direct support to SOO in daily operations activities, including but not limited to:
  • Assisting with the planning and execution of programs, events and meetings (e.g., ZTT Board meetings, Executive Leadership Team meetings, strategic planning meetings, ZTT full staff meetings, and ad hoc meetings as assigned) including preparing meeting materials such as agendas, handouts, and slide decks, and recording and transcribing meeting minutes;
  • Providing logistical supports for virtual meetings via Zoom or Teams, including hosting the meetings, and organizing meeting functions such as breakout rooms, polling, etc.;
  • Managing logistics for in-person meetings and events, including making hotel arrangements for meeting and sleeping rooms, menus, transportation, etc.;
  • Coordinating the production of ZTT Board Books and other materials as needed for the Board of Directors;
  • Providing administrative support to various Board committees, including the Executive Committee and the Committee on the Board;
  • Organizing and maintaining a functioning, virtual filing system for all current and archived materials to ensure efficient and expedient document retrieval;
  • Maintaining various project management systems for tracking and monitoring timelines, project outputs and accountabilities;
  • Organizing and coding the ED, SOO and Board’s expenses for SOO approval; and
  • Meeting regularly with SOO to prioritize and track tasks and duties.
• Working closely with ED and SOO on issues/projects of a highly confidential nature relating to the ED and employees, legal matters, and organization information while maintaining strict confidentiality.
• Taking initiative to streamline work and identify items that require immediate attention;
• Performing other functions delegated or assigned by the ED or the SOO to maximize time and efficiency; and
• Other duties as assigned.

ESSENTIAL SKILLS & EXPERIENCE

• Ten or more years of experience supporting at the executive level;
• Excellent organizational skills;
• Excellent written, oral communication and interpersonal skills,
• Expert knowledge and skills using MS Office, including Word, Excel, PowerPoint and Outlook;
• Strong knowledge and skills using other software platforms such as Microsoft Teams, Zoom, Survey Monkey, Doodle Poll, etc.;
• Excellent prioritization and management skills, including ability to manage multiple projects simultaneously, prioritize daily assignments, meet deadlines, and follow through on issues in a timely manner;
• Excellent calendar management skills, including the coordination of complex executive meetings;
• Experience scheduling travel arrangements;

• Ability to be flexible and work independently;
• Ability to adapt to high pressure/high demand working environment;
• Excellent problem-solving skills;
• Strong decision-making ability and attention to detail;
• Ability to interact with staff and external parties at all levels;
• Ability to maintain strict confidentiality; and
• Ability to give and receive feedback. #LI-Remote

ESSENTIAL QUALITIES

• Encourages and practices critical thinking
• Is self-reflective and empathic
• Recognizes the influence of workplace relationships on outcomes and results
• Maintains a respectful and accepting approach to others
• Awareness of the influence of the larger context on inidual behavior
• Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization

EDUCATION

Bachelor’s Degree in a related field.

Administrative Assistant IV

Oakland, CA

Full-Time

Regular

Program Summary

The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

Job Description

SUMMARY

Cypress Resilience Project is a program at Public Health Institute that focuses on community-based trainings in Mental Health First Aid certification, trauma informed practices and grief recovery. Founded in 2019, the team provides trainings to varied partners including but not limited to: health professionals, educators, community-based organizations, corporate clients, and public health agencies. Cypress is currently in a growth phase and looking to expand its services and team.

The Administrative Assistant III position serves a critical function in the success of the Cypress Resilience Project. Reporting directly to the Program Director and Program Manager, the Administrative Assistant will work closely with the Program Director to manage her calendar and coordinate a high volume of meeting requests, including close collaboration with Training Coordinator for Cypress training schedule; will support the full Cypress team with workshop and meeting logistics, establish and manage electronic document storage system, and provide back-up support for training coordination. The Administrative Assistant must be able to successfully track and manage many variables at a time and communicate them effectively to the Director and other stakeholders in a remote work environment. This position requires keen attention to detail and someone who enjoys figuring out how the pieces can fit together.

This is a full-time (40 hours per week) position.

This is a remote position currently, but it may change to a hybrid model of working remotely primarily and in-person when needed starting in 2023. Candidates in the San Francisco Bay Area who will be able to travel locally to assist with in-person training sessions are preferred. Travel is expected to be less than 25% of the time. Candidates in other regions of the United States are welcome to apply and will be considered. The position is expected to work during core business hours of the Pacific time zone.

Pay: $26.17 to $31.74 per hour. The typical hiring range for this position is $26.17 to $31.74 per hour (with an approximate annualized salary of $54,431 to $66,011 based on 100% FTE). The starting wage is determined based on the candidate’s knowledge, skills, and experience.

Employment Type: Full Time

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

Scheduling and Meeting Management

• Support Cypress Program Director with a high volume of scheduling and calendar management including but not limited to, communication with internal and external stakeholders to coordinate meeting availability, use of scheduling tools like Doodle or other similar applications to coordinate availability of multiple stakeholders, set up Outlook calendar invitations using a consistent format, set up Zoom links, and provide clear and regular communication with Director.
• Collaborate with Training Coordinator on Cypress training calendar to ensure there are no scheduling conflicts with Director’s schedule.
• Manage meeting logistics for Cypress full team meetings including scheduling, reminders, agenda creation and distribution; start Zoom meeting; attend, take, and distribute minutes in a timely manner.
• Provide meeting support for various Cypress projects including calendaring, setting up Zoom links, sending reminders, and taking minutes at meetings as needed.

Training Support

• Support Cypress virtual trainings/workshops with pre- and post-workshop logistics including compiling and distributing materials.
• Support Cypress in-person trainings/workshops (currently these are few but are anticipated to increase) with logistics including conference room reservations, room set-up/clean-up, ensuring sufficient supplies/materials are available, and ordering food.
• Respond to client requests for workshop and speaking engagement materials.
• Handle all communications with sensitivity, utilizing a trauma-informed approach.
• Serve as back-up to the Training Coordinator, as needed, with tasks such as maintaining tracking of all delivered courses, workshop reminders, and tracking workshop attendance.
• Travel locally within the San Francisco Bay Area to assist with logistics for in-person training sessions when needed.

Other Administrative Responsibilities

• Coordinate travel arrangements for Cypress Director and other Cypress staff as needed.
• Manage inventory of program office supplies and purchases, ensuring adequate supplies are available.
• Review, code and gain approval for purchase orders, invoices, check requests and travel expense reimbursements and submit to PHI Central for payment.
• Process monthly reconciliation of credit card statements.
• Manage incoming emails on Cypress’s general email account and Cypress main phone line and ensure all inquiries receive a timely response direct messages to the appropriate team member and respond to inquiries as applicable.
• Compose non-routine correspondence.
• Organize and manage Cypress document storage system in shared Google Drive.
• Assist with maintenance of website including upload of materials and update of resource listings.
• Provide additional support to the program as needed.

QUALIFICATIONS

To perform this job successfully, an inidual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum Qualifications

• 5 years of related administrative, clerical and/or accounting experience, including 1 year of experience with executive level calendar management.
• Associate degree required, or substitute with two additional years of related experience.

Other Qualifications

• Passion for details and accuracy highly preferred.
• Excellent communication skills, including an understanding for the importance of clear and regular communication in a remote work environment.
• Ability to be highly productive in a remote work environment.
• Experience with website management preferred; strong technical skills required.
• Proficient with Zoom, and/or other web-based meeting platforms.
• Proficient in Outlook, Word, Excel, Google platform.
• Ability to problem solve and apply critical thinking.
• Experience with or interest in the field of mental health preferred.
• Ability to communicate in a compassionate and professional manner with iniduals who may be coping with trauma.
• Ability to work well juggling multiple priorities and to meet tight deadlines. Must be flexible, adaptable and responsive to changing work priorities.
• Have access to reliable transportation and ability to travel locally within the San Francisco Bay Area to assist with logistics for in-person training sessions when needed.

Title: Administrative Assistant

Location: United States – Remote – Full-Time

Strayer University is seeking an experienced, driven and focused Administrative Assistant. This position is well suited for an inidual with superior multitasking, follow-through, organizational, problem-solving and communication skills. Ideal candidates will be proactive and have the ability to work collaboratively as well as with significant autonomy.

Essential Duties

• Maintain complex calendars, schedule appointments and other commitments, coordinate internal meetings, plan and coordinate department meetings.
• Support a variety of meetings through duties ranging from agenda and materials coordination and taking minutes to managing on and off site participant logistics.
• Arrange travel for team members as needed; ensure optimum travel arrangements based on schedule and cost parameters.
• Maintain department organizational details published on internal and external websites, as well as electronic departmental workspace, such as SharePoint.
• Handle personal and confidential matters discreetly: (e.g. letters, sensitive personnel data, budget, etc.)
• Compose internal and external correspondence where necessary to complete any/all tasks with professional and timely responses to appropriate parties.
• Process department invoices, supply orders and team member expense reports.
• Reconcile corporate purchase card account and departmental cost centers at the close of each month.
• Partner with other assistants in the coordination of schedules, materials, and other work.
• Participate on university committees, assigned by supervisor.
• Performing all tasks above for the University Provost as the highest priority and all of the Provosts direct reports.
• Other duties as assigned.

Job Skills

• Confident, engaged professional, committed to providing attention to detail.
• Poised and nimble in addressing unplanned or short-notice issues requiring sound judgment and limited direction.
• Ability to communicate effectively with employees at all levels of the organization.
• Demonstrated ability to manage/coordinate multiple projects for several constituents and successfully determine priorities for multiple tasks with good judgment, initiative, follow-through and ability to meet deadlines.
• Anticipate needs of the Provost and direct reports to proactively seek to offer support.
• A high degree of proficiency with technological office products including but not limited to: Microsoft Office Suite (Word, Excel, PowerPoint, Project, Visio, and Outlook), SharePoint, and Adobe Connect.
• Discretion when handling sensitive and confidential matters.
• Ability to work independently as well as part of a team; skilled at being self-directed/motivated.
• Promptness related to project deadlines as well as in-office work hours. Strong process orientation with outstanding problem-solving skills.
• Exceptional written communication and interpersonal skills.
• Ability to recognize opportunities for process improvement and willingness to take on new challenges

Work Experience

• 1-2 years preferred experience as an administrative assistant, preferably in a dynamic, fast-paced environment

Education

• Bachelor’s degree from an accredited institution preferred or commensurate experience

Certificates, licenses and registrations

Other

• Must be able to travel 0-10% of time.
• Must be able to lift 40 lbs.
• Typical office setting.
• Mobility within the office including movement from floor to floor.
• Travel via plane, car, and metro may be required to perform this job.
• Must be able to work more than 40 hours per week when business needs warrant
• Access information using a computer.
• Effectively communicate, both up and down the management chain.
• Effectively cope with stressful situations
• Strong mental acuity
• Regular, dependable attendance and punctuality are essential functions of this job.
• Other essential functions and marginal job functions are subject to modification.

EXECUTIVE ASSISTANT

Fully Remote

Description

Make a difference at OCHIN

OCHIN is a rapidly growing national nonprofit health IT organization with two decades of experience transforming health care delivery to drive health equity. We are hiring for a number of new positions to meet increasing demand. When you choose to join OCHIN, you have the opportunity to continuously grow your skills and do meaningful work to help fulfill our mission.

OCHIN provides leading-edge technology, data analytics, research, and support services to nearly 1,000 community health care sites, reaching nearly 6 million patients nationally. We believe that every inidual, no matter their race, ethnicity, background, or zip code, should have a fair opportunity to achieve their full health potential. Our work addresses differences in health that are systemic, avoidable, and unjust. We partner, learn, innovate, and advocate, in order to close the gap in health for iniduals and communities negatively impacted by racism or other structural inequities.

At OCHIN, we value the unique perspectives and experiences of every inidual and work hard to maintain a culture of belonging.

Founded in Oregon in 2000, OCHIN employs a growing virtual workforce of more than 800 erse professionals, working remotely across 46 states. We offer a generous compensation package and are committed to supporting our employees’ entire well-being by fostering a healthy work-life balance and equitable opportunity for professional advancement. We are curious, collaborative learners who strive to live our values every day: leadership, collaboration, excellence, innovation, inclusion, and stewardship. OCHIN is excited to support our continued national expansion and the increasing demand for our innovative tools and services by welcoming new talent to our growing team.

Position Overview

The Executive Assistant position performs a range of functions to ensure smooth operations as a member of the Administrative Assistant team. In this role, the employee is expected to possess an advanced level of understanding of various department operations as well as an above-average ability to solve problems independently that may occur in the course of performing daily activities. This role is also expected to make decisions independently as needed and communicate those decisions to the Office Manager or Executive Team member as appropriate.

COVID-19 Vaccination Requirement

To keep our colleagues, members, and communities safe, OCHIN requires all employeesincluding remote employees, contractors, interns, and new hiresto be vaccinated with a COVID-19 vaccine, as supported by state and federal public health officials, as a condition of employment. All new hires are required to provide proof of full vaccination or receive approval for a medical or religious exemption before their hire date.

Essential Duties

• Admin Team Support: Master all Administrative assistant tasks as well as offer support and backfill for all associated responsibilities
• Executive Support: Maintain assigned Executive’s Outlook calendar, schedule internal and external meetings, place all travel reservations, respond to correspondence as directed, and update executive dashboard as needed. Retain corporate records as requested or legally required
• Plan, attend meetings with the VP, and take detailed notes during meetings
• Answer and direct phone calls
• Write and distribute emails, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Maintain contact lists
• Submit and reconcile expense reports
• Event Support: Responsible for vendor relationships related to meetings and events such as catering, room rentals, equipment rental, sound system, and video operational effectiveness. Functions as a person responsible for implementation by working with ELT sponsor of the event to ensure needs for conducting a problem-free event are met
• Mentor entry-level Administrative Assistants and provide guidance during complex projects
• Participate in and lead process improvements within the administrative assistant team
• Lead change by modeling behavior and influencing others
• Escalate risks and issues as appropriate
• Lead and model OCHIN’s Values
• Actively pursue continuous learning and professional growth
• Other duties as assigned

• This is not an entry-level position. Please carefully review the qualifications

Requirements

• High school diploma required, Associates degree, or higher a plus
• Minimum of 4 years’ EA work experience in a relevant environment; two must be specific experience in a high-volume reception capacity
• Above-average writing and spelling skills
• Minimum typing speed of 60 wpm net (may be tested) 65- 70 wpm (net) a plus
• Ability to work independently and take ownership and accountability for the tasks they are responsible for
• Above-average communication skills
• Excellent customer service skills
• Highly organized
• Advanced proficiency skills in MS Suites (Word, Excel, PowerPoint, Publisher, and Outlook) experience with pivot tables a plus (may be tested)

Work Location and Travel Requirements

OCHIN is a 100% remote organization. Work-from-home requirements are:

o Ability to work independently and efficiently from a home office environment

o High-Speed Internet Service

o It is a requirement that employees work in a distraction-free workplace

We offer a comprehensive range of benefits. See our website for details: https://ochin.org/employment-openings

Equal Opportunity Statement

OCHIN is proud to be an equal-opportunity employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills for the benefit of our staff, our mission, and the communities we serve.

As an Equal Opportunity and Affirmative Action employer, OCHIN, Inc. does not discriminate on the basis of race, ethnicity, sex, gender identity, sexual orientation, religion, marital or civil union status, age, disability status, veteran status, or any other protected characteristics. All aspects of employment are based on merit, performance, and business needs.

#LI-Remote

Administrative Assistant – Part-time/Temporary (Remote/Flexible)

United States

time type

Part time

Insulet started in 2000 with an idea and a mission to enable our customers to enjoy simplicity, freedom and healthier lives through the use of our Omnipod® product platform. In the last two decades we have improved the lives of hundreds of thousands of patients by using innovative technology that is wearable, waterproof, and lifestyle accommodating.

We are looking for highly motivated, performance driven iniduals to be a part of our expanding team. We do this by hiring amazing people guided by shared values who exceed customer expectations. Our continued success depends on it!

Job Title: Administrative Assistant

FLSA Status: Non-Exempt

Insulet started in 2000 with an idea and a mission to enable our customers to enjoy simplicity, freedom and healthier lives through the use of our Omnipod® product platform. In the last two decades we have improved the lives of hundreds of thousands of patients by using innovative technology that is wearable, waterproof, and lifestyle accommodating.

We are looking for highly motivated, performance driven iniduals to be a part of our expanding team. We do this by hiring amazing people guided by shared values who exceed customer expectations. Our continued success depends on it!

Position Overview:

The ideal Administrative Assistant candidate is friendly, personable, experienced, enthusiastic, proactive, confident, and has a strong work ethic.

Responsibilities:

• Maintain calendars, including arranging meetings and appointments.
• Manage meeting details such as room reservations, preparing agendas, securing necessary IT equipment, initializing presentations, catering, and attendee updates.
• Take meeting minutes, follow-up with team on action items.
• Produce presentations for meeting as requested.
• Route correspondence & emails.
• Prepare letters, emails, and presentations.
• Coordinate and initiate conference calls and WebEx meetings.
• Ad-hoc administrative duties as needed

Education and Experience:

Minimum Requirements:

• Minimum of 5 years’ experience supporting the Director level preferred.
• Experience communicating with iniduals at all levels, both externally and internally within the organization is required.

Preferred Skills and Competencies:

• Strong professional presence.
• Dependable, highly organized, and very detail oriented.
• Ability to act independently and use discretionary judgment.
• Knowledgeable in MS Office suite (Outlook, Word, Excel, and PowerPoint).
• Exceptional verbal, written, presentation, and communication skills.
• Ability to handle multiple projects at any given time.
• Team-oriented.

Superior interpersonal skills.

Physical Requirements (if applicable):

None

NOTE: This position is eligible for 100% remote working arrangements (may work from home/virtually 100%; may also work hybrid on-site/virtual as desired). #LI-Remote

Executive Assistant

Location: Remote, USA

The opportunity

Unity Technologies is seeking an Executive Assistant to join our Global Desk team supporting executive leadership groups across business units. As a partner and first-line of communication with our leaders, you will work closely with company executives, fellow assistants, and employees from across the company to ensure a smooth and effective workflow for your Executive partners and their teams.

We are looking for a proficient administrative professional with stellar interpersonal demeanor, and desire to learn, collaborate and tackle problems! You will have the opportunity to collaborate with a centralized team of assistants in a remote setting, and demonstrate consistency in forming lasting partnerships across all levels to help enable the success of Unity’s executive leaders and the teams that they lead.

If you are passionate about problem solving, and want to provide detailed, timely, and empathetic support to a highly dedicated executive group, we want to talk to you!

What you’ll be doing

• Coordinate and lead all aspects of logistics for calendar management, conflicting priorities, event management, expenses and travel
• Plan and facilitate agenda and meeting objectives with little direction
• Strategically lead and prioritize personal and team tasks efficiently
• Collaborate with all levels of the organization, including executives, peers, as well as internal teams and external vendors
• Support and improve administrative processes and objectives aligned to business unit goals

What we’re looking for

• Consistent track record operating in hyper-growth environments, where establishing relationships has been critical to getting things done
• Excellent written and verbal communication including supporting internal team processes and knowledge delivery.
• High integrity and ability to maintain confidentiality of critical information with tact and excellent judgment
• Prior experience with travel, and expense reports that include transactions from multiple countries
• Proficiency in Google applications, MS Office Suite, Slack and learning new tools as needed.

You might also have

• 4+ years of experience in high level strategy, operations with executive administration
• Experience supporting cross functional initiatives, goal alignment, and succeeding in fast paced growing environments
• Diverse and open approach collaborating on team objectives

Title: Executive Assistant

Location: US National

• REMOTE PART-TIME POSITION

WHAT IS INDIEGOGO?

Indiegogo is the place to discover clever, unique, and meaningful ideas and engage with the people behind them. We help Creators and Entrepreneurs accelerate their ideas from concept to success. Our backers can find thousands of technology innovation, creative, and community projects on our platform, many of which before they go mainstream

OUR TEAM:

We’re a remote-first organization with teammates across the nation. We’re a team of inventors, musicians, triathletes, activists, filmmakers and writers, united by our love for the creativity and ingenuity we help enable across our site. We are a team of committed, results-driven industry leaders and pioneers who are passionate about our mission: To empower people to unite around the ideas that matter to them and together bring those ideas to life!

POSITION OVERVIEW:

In this role, you will primarily provide executive support to Indiegogo’s CEO. The position offers unique visibility into the inner workings of Indiegogo and all aspects of our core business across the organization. This position is ideal for a candidate who is interested in working with dynamic leaders, at the forefront of crowdfunding innovation, and thrives in a fast-paced work environment. The right person for this job will have high attention to detail, be a creative problem solver, is an excellent communicator and is someone who understands the importance of their role in the organization.

YOU WILL:

• • Help schedule meetings, calls, interviews, logistics, events, presentations, conferences, etc.
  • Organize inbox, prioritize emails and respond when necessary
  • Manage travel arrangements between Indiegogo locations for meetings, events and conferences
  • Draft, review and send communications on behalf of Company executive(s)
  • Assist CEO (as well as other senior executives) to build out key internal and external presentations
  • Support the executive team with research, document creation and note-taking when preparing for weekly and quarterly meetings
  • Fulfill miscellaneous administrative duties including expense reports and the occasional personal tasks
  • Get involved with Indiegogo team projects that sometimes fall outside of role
  • Bring your unique skill set to the role; there are always opportunities to add value and we would love to see someone make this position their own

YOU HAVE:

• • 4+ years of corporate work experience & 2+ years in an Executive Assistant role (experience in a fast-paced tech environment strongly preferred)
  • Demonstrated ability to multitask and prioritize workload
  • Comfortable and confident when thinking on your feet
  • Independent and decisive when needed, but able to listen well and take direction
  • Ability to balance discretion and transparency with nuanced professionalism
  • Excellent organizational skills, detail-oriented and proactive
  • Strong written and communication skills
  • Aptitude to learn quickly and master new skills, solutions-oriented
  • Ability to juggle meetings and calls in multiple time zones
  • Has good interpersonal skills you should be able to develop professional relationships quickly and easily.
  • Proficiency in Google Mail, Cal, Docs, Sheets, etc
  • Proficiency in MS Office (Powerpoint, Excel, Word)
  • Familiarity with Box and other cloud-based systems/tools

BONUS POINTS:

• • Knowledge and experience with Salesforce
  • Eye for design (especially when creating presentations)
  • Familiarity with crowdfunding and competitive landscape

***REMOTE PART-TIME POSITION***

Indiegogo is a remote-first working culture that offers coverage for office space where ever you reside domestically.

This role is open to remote US residents. We are currently accepting applications from all parts of the US however International applicants are not currently accepted for the HQ team. Please note that all qualified candidates should have US sponsorship or residency to work in the US.

OUTREACH AND MEMBERSHIP SERVICES COORDINATOR

Outreach and Membership Services

San Francisco, California Remote, United States

Earthjustice is the premier nonprofit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy; and to combat climate change. We partner with thousands of groups, supporters, iniduals and communities to engage the critical environmental issues of our time and bring about positive change. We are here because the earth needs a good lawyer.

Founded in 1971, Earthjustice has a distinguished track record of achieving significant, lasting environmental protections. We achieve this by hiring people who share a passion for justice and a healthy environment. Our headquarters are in San Francisco with offices in Anchorage, Juneau, Los Angeles, Chicago, Tallahassee, Honolulu, Houston, New Orleans, New York, Philadelphia, Denver, Seattle, Bozeman, Miami and Washington, D.C.

The Outreach and Membership Services (OMS) team is primarily responsible for bringing new donors into Earthjustice and building relationships with current donors and supporter activists through direct mail, a mid-level giving program, and membership services activities. We are a results and values-driven team actively working to develop equitable fundraising practices, expand supporter ersity, and apply the principles of Community-Centric Fundraising.

The Outreach & Membership Services Coordinator reports to the Sr. Director of Outreach and Membership Services and is responsible for the operational functions and systems development of the current 10-person OMS team, supporting its fundraising efforts by increasing efficiency and accountability. An essential team member, the OMS Coordinator facilitates healthy team culture through internal communications, resource development, trainings, and gatherings. The position provides administrative support and project management, coordinates all aspects of onboarding new hires, schedule management, and travel logistics; and will assist with writing and copy-editing assignments, budget tracking and maintenance, membership services, and donor stewardship and cultivation activities requiring interaction with donors and the general public. The OMS coordinator will partner on team-wide projects with the Sr. Director, including annual and/or strategic planning processes and liaising with teams across the department and organization. The ideal candidate is a self-starter able to work both collaboratively and independently, with strong interpersonal skills, diplomacy and discretion, financial acumen, and the ability to adapt and think creatively.

This full-time position can be fully remote within the U.S. and/or on a hybrid schedule, working from home and 2-3 days per week in our San Francisco Headquarters.

Responsibilities

Team Administration and Systems Management (50%)

• Support Sr. Director of OMS’s oversight and execution of comprehensive project tracking of cohort and team quarterly and annual goals.
• Provide stellar administrative support, including processing and tracking team correspondence; attending and taking notes for Development, organizational, and program update meetings; scheduling Sr. Director’s meetings and travel; and managing expense reports for the team.
• Share responsibility for team meeting facilitation, timekeeping, and notetaking.
• Organize and maintain project management and collaboration tools and other resources for OMS to promote team collaboration.
• Contribute to culture building by providing logistical support for welcome lunches, birthdays, and other celebrations. Maintain the team’s calendar to ensure shared awareness of activities, celebrations, and milestones.
• Serve as the OMS point person for general information requests from internal and external sources.
• Partner with members of Development Operations and OMS team to create, implement, and refine departmental processes around data management.
• Seek opportunities and coordinate initiatives to foster and sustain healthy team culture, teambuilding, and implementation of best practices for geographically distributed team staff, in partnership with Sr. Director and cohort supervisors.
• Document policies and procedures for the team as they are developed.
• Perform other duties and special projects as assigned and/or defined as team priorities.

Internal Communication, Onboarding, and Training (25%)

• Partner with Sr. Director of OMS to plan, coordinate, and facilitate in-person and virtual gatherings for the team (annual and project planning meetings, team cultural experiences, retreats, and trainings) and manage post-event evaluation process. Serve as OMS point person for internal event coordination with other departments.
• Coordinate onboarding and ongoing training for new and current OMS staff, in partnership with hiring managers, HR, and IT. Maintain and update documentation and seek continuous improvement.
• Partner with OMS team to design and prepare monthly digest email and distribute to team to maintain consistent information flow and coordination of team projects, deadlines, and resources.
• Create and maintain an Outreach and Membership Services intranet page.

Constituent Services and Donor Stewardship (25%)

• Assist donors in making contributions over the phone, confirming their gift information, updating records, or providing copies of receipts.
• Assist with stewarding public support donors with regular phone calls and emails thanking them for their contributions and sharing updates on our work.
• Maintain timely and accurate donor information in Earthjustice’s donor database.
• Collaborate in the development, execution, and enhancement of donor retention and stewardship activities.
• Help ensure database accuracy of all donor records and assist with producing reports that track metrics in membership services trends, donor behavior, and related ROI metrics.

Continued Learning around Diversity, Equity, and Inclusion (ongoing)

• Proactively pursue and utilize internal and external resources to support a personal and professional development journey that increases awareness and sensitivity to the needs and concerns of iniduals from erse cultures, backgrounds, and orientations.
• Participate in internal committees and working groups to further institutional priorities and build an equitable, justice-centered work environment in which people from all backgrounds and experiences feel connected, included, and empowered.
• Ensure the incorporation of inclusive practices in all duties and responsibilities, on a consistent and ongoing basis, including but not limited to verbal and written interactions with constituents and Earthjustice staff.

Qualifications

• Bachelor’s degree or equivalent experience.
• 5+ years of progressively complex administrative and project coordination experience in nonprofit development or related field preferred
• Written and oral Spanish-language proficiency highly desired.
• Demonstrated experience managing complex logistics and project management preferred.
• Ability to use learned skills and understanding of existing program to initiate and help develop new systems over time.
• Ability to develop, implement and track budgets and credit cards.
• Ability to travel to San Francisco and other locations throughout the country a few times a year, as public health advisories allow.
• Exemplary organizational skills, including ability to handle multiple tasks, meet deadlines, and prioritize assignments.
• Excellent customer service skills, including patience, grace under pressure, and the ability to work with a variety of personalities.
• Superior communication skills, including exceptional telephone skills and demonstrated experience writing effective correspondence, reports, and other print collateral.
• Ability to absorb and synthesize a broad range of information and communicate it in an understandable manner, vocally and in writing.
• Meticulous attention to detail, including excellent attention to data hygiene, and strong proofreading and copy-editing skills.
• Demonstrated experience working with CRMs, donor databases and an ability to further learn database management skills to produce reports and to use advanced functions.
• Solid knowledge of MS Word, Excel, and Outlook required, and comfort with learning, evaluating, and integrating new software highly preferred.
• The ability to work and communicate effectively within a team and independently, and with donors, the general public, and geographically dispersed colleagues.
• Ability to work with supervisors remotely.
• Demonstrated self-awareness, cultural humility and inclusivity, and ability to work with colleagues and stakeholders across erse cultures and backgrounds.
• Background and/or interest in environmental issues preferred.
• Flexibility and sense of humor a must!

We offer a competitive salary and excellent benefits that are comprehensive and competitive. We also offer an extremely congenial work environment and a casual dress code. As a 501(c)(3) organization, Earthjustice is a qualifying employer for purposes of the Public Service Loan Forgiveness (PSLF) Program.

Salary is dependent on experience and location. Salary reflects FY 23 salary ranges.

Salary Range in San Francisco, CA: $74,700 – $83,000

Salary Range for Remote (US) locations varies: $63,500 – $83,000

Earthjustice is driven by a passion for justice, partnership and excellence. Our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and to maintain an inclusive environment where all staff are valued and respected. As an equal opportunity employer, we are committed to employment practices that ensure that employees and applicants for employment are given equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, genetic information or any other factor that is not related to the position.

For positions located within the City and County of San Francisco: Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

For positions located within the City of Los Angeles: We will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.

International Executive Admin Assistant

Work From Home, USA

Full time

R20046246

Job Family Administrative Services

Who We Are

Transamerica has been helping people feel better about the future for more than 100 years. We provide investment, retirement, and life insurance solutions to more than 11 million customers throughout the U.S. But the way we see it, our responsibility goes beyond our clients’ accounts.

We’re in the business of helping people live well and empowering them to create a better tomorrow through the financial and health-related habits they form today. We help people prepare by providing solutions that consider the whole picture.

What We Do

Transamerica is organized by lines of business (Life Insurance, Annuities, Mutual Funds, Retirement Plans, Employee Benefits, and Financial Assets), which are supported by Transamerica Corporate (Corporate Development; Finance; Internal Audit; Legislative, Regulatory & Policy; Office of the CEO; People, Places & Brand; Risk; and Technology).

Job Description Summary

Supports senior management with a wide range of administrative and general support duties of a highly responsible and confidential nature requiring broad knowledge of organizational policies and practices. Under general supervision handles a multiplicity of administrative situations.

Job Description

Responsibilities

• Prepares confidential correspondence, periodical reports, meeting notices, presentation materials and other documents in appropriate formats using word processing, spreadsheets, graphics, and some desktop publishing software.
• Compiles information and prepares special or one-time reports, summaries, or replies to inquires selecting relevant information from a variety of sources.
• Acts as liaison between the Division Head and various senior managers with employees of the Company, clients, and all interested outside parties.
• Screens telephone calls, providing assistance and accurate information for routing non-routine calls.
• Maintains calendars, schedules meetings and makes travel arrangements.
• Determines methods and procedures to be used in resolving complex inquiries and may make on-the-spot priority decisions.
• Generates and maintains confidential files and handles details of a confidential nature.
• Operates with some substantial latitude for independent judgment and discretion.
• May supervise or train other Administrative Assistant personnel.

Qualifications

• High school education or equivalent.
• Minimum of 3-5 years of experience with a high level of administrative experience, discretion and technical skills.

Preferred Qualifications

• Associate’s degree preferred.
• Frequent demand to establish priorities and meet tight deadlines.
• Advanced knowledge of company and organizational structure with respect to the ision and departments.
• Excellent verbal and written communication skills.
• Must possess a high level of analytical skills.

Working Conditions

• Normal office environment

Compensation:

The salary for this position generally ranges between $52,500 – $69,500 This range is an estimate, based on potential employee qualifications, operational needs and other considerations permitted by law. The range may vary above and below the stated amounts, as permitted by Colorado Equal Pay Transparency Rule 4.1.2.

Bonus Eligibility:

This position is also typically eligible for an annual bonus based on the Company Bonus Plan/Inidual Performance and is at Company Discretion at a rate of 6%.

What We Offer

For eligible employees, we offer a comprehensive benefits package designed to support both the personal and financial well-being of our employees.

Compensation Benefits

• Competitive Pay
• Bonus for Eligible Employees

Benefits Package

• Pension Plan
• 401k Match
• Employee Stock Purchase Plan
• Tuition Reimbursement
• Disability Insurance
• Stock Purchase Plan
• Employee Discounts
• Career Training & Development Opportunities

Health and Work/Life Balance Benefits

• Paid Time Off
• Paid Holidays
• Be Well Company holistic wellness program, which includes Wellness Coaching and Reward Dollars
• Parental Leave
• Adoption Assistance
• Employee Assistance Program
• College Coach Program
• Back-Up Care Program
• PTO for Volunteer Hours
• Employee Matching Gifts Program
• Employee Resource Groups
• Inclusion and Diversity Programs
• Employee Recognition Program
• Referral Bonus Programs
• Peer Recognition Program (BRAVO)

Executive Assistant, Operations (Remote)

United States

MN – Minneapolis

WI – Appleton

Full time

REQ-31832

Summary

Senior level administrative assistant responsible for providing advanced secretarial and administrative support to Thrivent Financial executive(s). Responsibilities include handling communications, maintaining executive’s schedule and calendars, and coordinating meetings, conferences, presentations, and travel. Composes correspondence, prepares reports and presentation materials, and provides project support.

Job Duties and Responsibilities

• Organizes and coordinates executive’s schedule by arranging appointments, maintaining calendars and scheduling meetings, conferences, travel, and presentations
• Handles telephone calls, greets visitors, responds to information requests, and composes correspondence (often of a confidential nature)
• Relieves VP/SLT/EMT of routine administrative details, including data compilation and analysis
• Prepares meeting agendas and briefings, maintains meeting notes, and arranges for implementation of action items
• Prepares presentation materials and spreadsheets to produce high quality reports, presentations, and other documents
• Supports and/or administers projects or processes for ision/department
• Provides work direction to other Administrative Assistants in the department
• Maintains and promotes strong business relationships with key stakeholders in support of management objectives.

Required Job Qualifications

• 5 or more years of administrative/secretarial experience
• Two-year degree from business or vocational school desired
• Advanced business computer skills (Microsoft Word, Excel, PowerPoint)
• Ability to write business correspondence clearly and concisely, using correct grammar, vocabulary, punctuation, and spelling
• Ability to handle multiple projects or tasks while effectively prioritizing to meet deadlines and maintain a high quality of work
• Ability to maintain integrity of sensitive/confidential information

Other Critical Factors

• Reports to and supports Thrivent Financial executive(s) (corporate VP and above)

Audit Support Assistant

Job LocationsUS-Remote

ID2022-1290

Category

Audit – Healthcare

Position Type

Regular

Overview

We are looking for a full-time Audit Support Assistant to join our support team. In this role, the Audit Support Assistants are directly responsible for serving as the point of contact for the audit team in facilitating responses to general inquiries and data requests from both internal and external clients.

For the safety of our employees and those considering employment with Cotiviti, we are currently conducting all interviews virtually. In addition, the majority of the Cotiviti team is currently working remotely, and we are onboarding new hires remotely as well. As we monitor the pandemic, these arrangements may change and we will update accordingly.

What will you do?

• • Perform a variety of support and general administrative assignments in support of the audit or auditors, including filing, data entry, and tracking/correspondence while following established standards and work processes.

• • Obtains data files and/or generates reports for audits by identifying appropriate file parameters extracting data from downloaded and/or imported data files as requested by auditor. May be required to review client systems and update Cotiviti systems accordingly.

• • Serves as a point of contact and facilitate responses to general inquiries and data requests from both internal and external customers. As requested or required, communicates directly with the client or providers following established processes and procedures.

• • Provides proofing support on claims submittals to double check totals, verbiage, calculations or general accuracy prior to client submission.

• • Maintains productivity goals and standards set by the department. Insure all department rules and processes are followed. Alerts manager of system issues or other issues impacting productivity.

• • Achieves the expected level of quality set by the department. Verifies completeness and accuracy of work. Alerts manager of issues or concerns impacting quality of work.

What skills should you possess?

• • At least 6 months experience in healthcare related field preferred

• • Bachelors’ Degree in Health Information Management, Health Policy, and/or related field, preferred

• • Strong computer skills Microsoft Office (Word, Excel, Outlook); Access preferred

• • Excellent verbal and written communication skills

• Ability to work well in an inidual and team environment

Executive Assistant

Remote – US

Who we are

Samsara (NYSE: IOT) is the pioneer of the Connected Operations Cloud, which allows businesses that depend on physical operations to harness IoT (Internet of Things) data to develop actionable business insights and improve their operations. Founded in San Francisco in 2015, we now employ more than 1,800 people globally and have over 1.5 million active devices. Samsara also went public in December 2021 and we’re just getting started.

Recent awards we’ve won include:

• #2 in the Financial Times’ Fastest Growing Companies in Americas list 2021
• Named as a Best Place to Work in Built In 2022
• #19 in the Forbes Cloud 100 2021
• IoT Analytics Company of the Year in 2022’s IoT Breakthrough Winners
• Forbes Advisor named us the Best Solution for Large Companies – Fleet management software for 2022!

We’re driving change in industries that are yet to fully embrace digital transformation. Physical operations make up a massive slice of the global economy but haven’t benefited from innovation and actionable information in the way that other sectors have. The potential for scale and impact is huge.

About the role:

Samsara is searching for a highly adaptable, motivated, and execution-oriented Executive Assistant. You will directly support 2-3 executives within the R&D organization, and will be responsible for executing administrative duties and special projects. The ideal candidate is self-directed and autonomous, is capable of managing a varied workload from multiple inputs, and can prioritize the day-to-day against the bigger picture.

Reporting to the Manager of Administrative Operations, you will work alongside a team of fellow EAs, executives, and key departmental stakeholders to provide top-tier administrative support. Organizational and project management skills are paramount to this role – if you have experience supporting R&D, product or Hardware organizations, we want to meet with you!

In this role, you will:

• Manage and optimize multiple executive calendars
• Be a representative of your executive, including meeting coordination, email correspondence, liaising between departments and key stakeholders, and taking meeting minutes
• Assist in creating and managing agendas for departmental staff meetings
• Help organize and plan for internal events (offsites, team-building, etc.)
• Plan and book complex travel itineraries
• Lead special projects under your executive’s direction
• Anticipate and react to executive requests in an expedient manner
• Champion, role model, and embed Samsara’s cultural principles (Focus on Customer Success, Build for the Long Term, Adopt a Growth Mindset, Be Inclusive, Win as a Team) as we scale globally and across new offices

Minimum requirements for the role:

• 2-5 years of experience providing administrative support to senior executives
• Familiarity with Product and R&D teams at a SaaS or hardware company
• Ability to proactively notice inefficiencies and solve problems, with little guidance
• Strong organizational, project management and problem-solving skills
• Ability to organize, multi-task, and prioritize
• Strong communication skills both written and verbal
• Ability to be resourceful and proactive with a strong bias to action
• A strong sense of direction around sensitive scenarios and confidential information
• Familiarity with a startup environment and strong understanding of how business works
• Friendly and professional demeanor and is excited about contributing to our team culture
• Bachelor’s degree or equivalent work experience

At Samsara, we welcome everyone regardless of their background, race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, etc. We depend on the unique approaches of our team members to help us solve complex problems. We are committed to increasing ersity across our team and ensuring that Samsara is a place where people from all backgrounds can make an impact.

Accommodations

Samsara is an inclusive work environment, and we are committed to ensuring equal opportunity in employment for qualified persons with disabilities. Please email [email protected] or click here if you require any reasonable accommodations throughout the recruiting process.

US Only: Please note that Samsara’s COVID-19 vaccination policy requires all team members who will be meeting in person for business or working from one of our offices to be fully vaccinated against COVID-19 or submit regular testing. People who cannot be vaccinated for qualifying medical conditions, sincerely held religious beliefs, and other legally protected categories, may request an accommodation.

Benefits

Our target total compensation market position is in the top 25% of all software and hardware companies. Our full time employees receive an above market-rate salary, an outstanding equity offering, employee-led remote and flexible working, health benefits, personal development, Samsara for Good charity fund, and much, much more. Take a look at our Benefits site to learn more.

Flexible Working

At Samsara, we have adopted a flexible way of working, enabling teams and iniduals to do their best work, regardless of where they’re based. We value in-person collaboration and know a change of scenery and quiet space to work is welcomed from time to time, but also appreciate that the world of work has changed. Our offices remain open for those who prefer to collaborate or work in-office, but we also encourage fully remote applicants. As most roles are not required to be in the office, we are able to hire remotely where Samsara has an established presence. If a role is required to be in a certain location and candidates do not have work authorization for that location, Samsara will conduct an immigration assessment. If the role is not required to be in a specific location, Samsara will move forward with the remote location that works best for the business. All offers of employment are contingent upon an inidual’s ability to secure and maintain the legal right to work at the company.

Executive Assistant

Location: US National – Remote

Our mission is to make payments safer and easier for everyone. We started with a consumer product (privacy.com) that helps people spend more safely using virtual payment cards. Then we launched a simple, modern API to make our payment and card issuing infrastructure available to other startups, fintechs, and brands. Today, that infrastructure is known as Lithic, and it powers billions of dollars in payments for some of the most innovative companies in the world.

Lithic is a remote-first company and has a distributed team with an office in New York. That means that if you want to work remotely, you can! If you want to drop by the office or work fully in-person, you can do that, too! We’ve raised $100M+ from top-tier investors including Index, Bessemer, Stripes, and Tusk Venture Partners, with a recent Series C that will help us scale.

Lithic is hiring an Executive Assistant to support the CEO and CTO on a daily basis. The ideal candidate will have experience supporting C-Suite executives and will be able to help give executives more leverage. As the first Executive Assistant at Lithic, we are looking for someone with experience as an EA in a high intensity environment. We encourage you to apply even if you don’t meet every requirement listed below!

Job responsibilities:

• Assist the CEO and CTO in scheduling meetings, arranging travel, prioritizing engagements, and supporting their time management
• Compose and edit emails, memos, meeting minutes, and other documents on their behalf
• Prioritize and facilitate team meetings
• Help draft internal and external correspondences
• Assist in the planning and execution of events including off sites, special events, happy hours, and celebrations
• Attend meetings of the company’s executive leadership and help organize and prioritize the founders’ responsibilities
• Support the executive team when needed, to ensure that company goals are accomplished and operations run efficiently
• Prepare agendas and documents and follow up on action items from internal and external meetings
• Manage occasional administrative errands and responsibilities as needed
• Flex to complete special projects as requested or pressing needs outside regular office hours when necessary
• Act as a culture carrier for Lithic overall

Qualifications:

• Demonstrated experience as a C-Level Executive Assistant experience in high-growth environments
• Proficiency in G-Suite (gmail, docs, sheets), Slack, with aptitude to learn new software and systems
• Experience scheduling, planning and managing travel logistics for C-level executives
• Ability to co-manage calendars simultaneously for executives, including across multiple time zones
• Strong team player attitude; needs to work well under pressure and be adaptable in the face of changing priorities
• Outstanding organizational, written/verbal communication, and listening skills, plus high attention to detail
• Strong time-management skills, the ability to organize, prioritize and coordinate multiple projects at once
• Ability deal well with ambiguous situations
• High degree of discretion and integrity, especially when dealing with confidential information.
• Start-up experience is a plus

Benefits:

• Health, vision, and dental insurance
• Unlimited PTO
• 401(k) match
• Fully covered membership to One Medical (dependent on location)
• 1-year membership to Talkspace
• Classpass credit

Title: Administrative Assistant

Location: US National – Remote

The Administrative Assistant role at Thirty Madison is pivotal in providing day-to-day business and administrative support to Thirty Madison’s senior leadership team. You will be a great fit for the Administrative Assistant role if you are prone to being ten steps ahead of your executives, meticulously detailed in your work and passionate about ensuring the executives you support have everything they need to focus on driving the business forward. Your positive attitude will be crucial at company events as you interface with other employees, board members and investors. Above all, you embody Thirty Madison’s mission to serve more patients and give people access to the healthcare they need.

Comp | Perks | Benefits

• Competitive salary and career development opportunities
• Health, dental, and vision insurance plans are provided to choose from (employee pays)
• Pre-tax commuter benefits, 401k, and FSA
• Unlimited vacation days and annual $750 wellness stipend (gym membership, equipment, mental health, etc.) and $750 vacation stipend.

What you get to do every day

• Organize and maintain complex calendars; prioritize and coordinate a high-volume and ever-changing schedule and priorities for a set of leadership team members
• Organize, prioritize, and appropriately handle time-sensitive, confidential information.
• Support organization of offsites and team events (selecting and booking event space, coordinating attendees, booking business travel, expense (T&E), and hotel accommodation setting up agenda and registering guests for leaders supported)
• Back-up support for team members while on planned PTO.
• Support with Workplace and Employee Experience projects as needed i.e. Project Management such as relocation of office, large on-site and offsite events, and company-wide culture-building initiatives
• Collaborate with other EAs and AAs to ensure coverage/access to senior and extended leadership teams are managed as one team
• Maximize executive efficiency by building out systems and processes for increased organization and unified workstreams

What you bring to the role

• At least 3+ years of experience as an administrative assistant supporting multiple leaders for a fast-paced and rapidly growing company
• Proficiency with Google suite of products (calendar, docs, sheets, slides)
• Excellent verbal & written communication: Nothing is ever lost in translation and no detail goes unnoticed when you work across the business. Produce polished and error-free work in all settings
• Ability to effectively manage up: Senior leaders both internally and externally trust you to deliver completely
• Supreme time management and multitasking ability: you know how to stay organized when there are 300 things going on at the same time, not only that, you like it!
• Embody and work by our company values: Patient First, Better Everyday, and One Team
• Positive, collaborative, and proactive attitude
• Demonstrated problem-solving ability
• A terrific work ethic

This role will report to our Head of Workplace & Employee Experience.

*Contractors and temps are not eligible for benefits.

Title: Executive Assistant – Marketplace Team

Location: Remote- US

Who we are

Our mission is to become the trusted source of lifelong guidance for the next generation, helping millions of families find paths toward better life outcomes.

Our team has now made it possible for students and families to run their entire post secondary process for free in one place. This starts at an early age by having equitable access to critical advice via a CollegeVine connected school district. They are then able to sharpen their intuitions with machine learning-aided simulations or peer advice, interact with and be recruited by admissions officers from over 1,500 schools in the US, learn from the best experts via free livestreams, or even engage with professional services to aid in realization of their aspirational path. CollegeVine helped over 20 million families in 2021.

Location

This is a remote position. The Executive Assistant to the Marketplace Team is expected to be available during designated working hours, Monday-Friday Eastern Time. These working hours are subject to change.

About the role

We are seeking an Executive Assistant who is a capable and motivated operational expert to handle a wide array of business tasks alongside our co-founder/General Manager (GM) of our Marketplace and the wider Marketplace team. As the Executive Assistant, you will assist the GM in critical, day-to-day operational work as well as tackle some of the team’s strategic initiatives. We’ve scoped this role to enable our GM to work more effectively and with more insight across the entire department and cross-departmentally with the wider organization.

What you’ll do

The Executive Assistant will:

• Maintain and own the General Manager’s calendar, serving as a gatekeeper for incoming meetings and prioritizing how time is spent during the day.
• Effectively draft and disseminate communications to both internal and external stakeholders via various channels including but not limited to email, Slack, etc. (at times on behalf of the GM)
• Plan, prepare materials, and take clear and concise notes for internal and external meetings
• Manage and monitor a dynamic roadmap to ensure the GM and marketplace team are hitting time-specific tasks
• Coordinate and schedule the hiring, onboarding, and training logistics for new marketplace team members in collaboration with People Operations
• Provide support on oftentimes complex or confidential matters with discretion
• Arrange and execute travel plans and itineraries, as needed
• Complete and provide support on any other administrative tasks as requested by the GM to further Marketplace work.

This job requires sitting and/or standing at a computer workstation. Some travel may also be required.

Competencies

• Excellent habits around organization, problem-solving, and follow-up
• Strong writing skills, with consistent attention to detail
• Strong communication skills and comfort in a remote environment
• High level of emotional intelligence and experience working with various personalities
• Naturally exercises absolute discretion both inside and outside the company
• Incisive information gathering and monitoring skills
• Understanding of the power of the executive assistant role and excitement for doing it well
• An optimist with a positive energy that other people draw upon
• Familiarity with a fast-growing startup, sales, product management, and/or recruitment a plus

Required Education and Experience

• 5-7 years of experience in an administrative support role at the executive level (C-Suite experience a plus)
• Bachelor’s Degree in business or a related field is preferred but not required
• Expertise with G Suite (G calendar, Docs, Sheets and Slides), Slack and Zoom

Preferred Education and Experience

• Salesforce experience a plus
• Greenhouse or other ATS experience a plus

FLSA Classification

Exempt, full time

Salary Range

Commensurate with experience. Salary range is $65-75K.

How to get started

If you’re excited by the idea of seeing yourself in this role at CollegeVine, please apply with your CV and a cover letter that best expresses your interest and a list of five adjectives a previous manager would use to describe you.

Why you’ll love working at CollegeVine

• Enjoy actually meaningful work: Spare yourself the dread of having to do mental gymnastics about your company’s mission by working on something that’s high impact and clearly beneficial for society.
• Iterate quickly and see the impact of your decisions and hard work: You’ll find that the teammates who you serve are not only appreciative, and also celebrate your ideas and innovations.
• Be part of a strong consumer brand: We’ve been closing the guidance gap in the United States since 2013 and have one of the most valuable brands in the higher education attainment space. Mention you work at CollegeVine to any college-bound family and see their faces light up.
• Contribute to a mindful remote culture with real flexibility: We claim to do remote right and can’t wait to talk to you about it. If you find a team you love, working on a mission you find meaningful, then why let caring for a loved one, moving cross-country, venturing abroad, or even living on a boat stop you?
• CollegeVine was founded in 2013 in Cambridge, MA and reaches over 20 million families annually who are in the high school-to-college or college-to-career phases. Our roots are in delivering near-peer mentorship at scale, which has since evolved to delivering lifelong guidance with a focus on data and technology. We have raised over $42m in venture funding from dedicated investors such as Morningside Technology Ventures (Xiaomi, TikTok), the founding partner of 5Y Capital, Fidelity, University Ventures, and more. In 2020, after years of being a remote-friendly company, CollegeVine became a fully remote company centered on Eastern Time with a erse cast of team members based predominantly in the United States, but also around the world.

CollegeVine is an equal employment opportunity employer. CollegeVine’s policy is not to discriminate against any applicant or employee based on race, color, religion, national origin, gender, sexual orientation, gender identity or expression, age, marital status, disability, military status, genetic information, or any other basis protected by applicable law. CollegeVine also prohibits harassment of applicants or employees based on any of these protected categories. It is also CollegeVine’s policy to comply with all applicable laws respecting consideration of unemployment status in making hiring decisions.

Executive Assistant

• Remote job

Graphite is a boutique digital marketing firm that builds scalable growth engines for consumer technology companies such as Ticketmaster, MasterClass, BetterUp, and Honey. We specialize in search engine optimization (SEO), content strategy, mobile app growth, and conversion optimization. We are a fully distributed team that is dedicated to creating an environment where you do the best work of your career. With headquarters in San Francisco and team members across North America, Latin America, Europe, and Asia, we are ready to welcome our next team member!

We’re looking for an Executive Assistant to join our team. You will be responsible for the execution of personal and professional support for the General Manager and back up for the CEO’s Office. This role will work across multiple departments and is critical to support the effective and efficient operations of a very fast-paced and rapidly changing business environment.

This is a fully remote job opportunity.

What you’ll do

• Work closely with the General Manager to execute professional projects and back up the CEO’s Office, as required.
• Managing, booking, optimizing, and supporting calendar coordination across multiple calendars and time zones.
• Preparing various expense reports and other administrative requirements.
• Assist in supporting the Executive Assistant Team, as needed.
• Assist with planning corporate events and travel.

Job requirements

• Demonstrated ability (and desire!) to lead with the resourcefulness and energy of a start-up employee with a high-degree of administrative skills.
• Be detail-oriented, proactive, motivated and have excellent written and verbal communication skills.
• Proven experience working as an Executive Assistant.
• Proven experience in both large to small scale events and travel planning.
• Thrives in a fast-paced environment, juggling multiple projects and deadlines.
• Fluent in both Spanish and English is a must.

How we’ll help:

Graphite’s mission is to create an environment where you build the best work of your career. In order to facilitate this, we provide:

Process As Needed – We view the process as a way to empower better work, not as a series of dogmatic rules. We develop the best internal processes the same way we develop products – through iteration, measurement, and continuous improvement.

Autonomy – We trust you to be excellent at what you do. We will provide as much support as needed when needed, but no more. You will have autonomy and agency to drive projects forward, and own decisions and outcomes.

Flexible Work Environment – Everyone’s optimal work style is unique. We operate as a distributed team across North & Latin America and Asia. We optimize for productivity and performance, not time spent in an office. Help us build an optimal work environment that fits you as an inidual.

Compensation – We want to work with the best people in the World and compensate accordingly.

Vacation & Time Off – In order to be the best version of yourself, you need time to recharge. We offer flexible PTO. Take time when you need it. Benefits – We will ensure you have quality health care coverage and opportunities to further your education.

Graphite provides equal employment opportunities to all qualified iniduals without regard to race, color, religion, sex, gender identity, sexual orientation, pregnancy, age, national origin, physical or mental disability, military or veteran status, genetic information, or any other protected classification.

Executive Assistant (to VPs of Product and Engineering)

Virtual, U.S.

About Zenefits

At TriNet Zenefits, our mission is to level the playing field for the other 99.7% the underserved small and mid-size businesses that fuel our economy. These businesses face challenges disproportionate to their size and resources. That’s why we provide an intuitive, mobile, all-in-one People Operations (“POPs”) platform specifically built for small businesses and their employees.

The Role:

TriNet Zenefits is looking for an experienced, dedicated, and resourceful Executive Assistant to our VP of Product and VP of Engineering. We’re looking for someone who can juggle a wide range of administrative support tasks that include (but are not limited to): heavy scheduling and calendar management, completing expense reports, submitting purchase orders, in addition to special projects such as: coordinating offsites and team meetings, planning team events, managing weekly meeting agendas, and planning department small hands meetings.

This position requires someone with incredible attention to detail as well as flexibility and fluidity in an ever changing and exciting environment. Our company is constantly evolving and growing which will require this person to be extremely organized and ready to take on any task. We pride ourselves on being a group of passionate people who love our product and love celebrating our achievements and milestones together. This is a unique and exciting opportunity to work with some of the most innovative minds in our industry and see our platform change history.

What you’ll do:

• Program manage strategic initiatives and special projects and ensure execution
• Track and help drive completion of key tasks and follow-up with outstanding items
• Work closely with the leadership team, recruiting and other Executive Assistants to provide support to the organization
• Manage complex calendaring and proactively prioritize commitments to help with time management

• Create and submit expense reports

What you’ll bring:

• You have a Bachelor’s degree and 4+ years of experience supporting executive level iniduals
• You are highly organized; able to prioritize multiple tasks
• You have experience designing processes to maximize efficiency

• You are proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); and G-Suite
• You have an extremely proactive personalitynot only do you finish assigned tasks quickly, but you anticipate future needs and proactively solve them
• You have experience closely managing department budgets and submitting/tracking purchase orders
• You have outstanding verbal and written communication

Life at TriNet Zenefits:

As an equal opportunity employer, we’re leveling the playing field for everyone. We are proud to celebrate ersity and champion an inclusive workplace. No matter who you are, where you’re from, who you love, how you think, or what you believe, all are encouraged to apply

Please note that at this time, TriNet requires colleagues reporting to TriNet offices, engaging in in-person activities (including off-sites) or engaging in TriNet sponsored business travel, to be fully vaccinated (as defined by the CDC) against COVID-19 or provide proof of a negative PCR test each week. TriNet will consider requests for reasonable accommodations for documented medical reasons and for sincerely held religious beliefs in accordance with applicable law.

TriNet is providing access to a mobile app for colleagues to submit proof of vaccination or negative test results. Please do not include proof of vaccine status or any indication of a possible request for an accommodation when submitting your application materials. If applicable, TriNet will follow up with you directly to request proof of vaccination and to discuss any potential accommodations.