Job Description
Position Overview: We are seeking a highly motivated and dynamic Hybrid Executive Assistant and Project Manager to join our team. This unique role combines high-level administrative support with strategic project management responsibilities, serving as a true partner to our team. You will be pivotal in managing day-to-day operations while driving key projects and initiatives that align with our strategic goals.
The ideal candidate will be a proactive problem-solver with exceptional organizational skills, the ability to handle multiple high-priority tasks simultaneously, and the agility to adapt to changing needs. You will need to work with urgency and precision to ensure every detail is handled efficiently while maintaining a positive, can-do attitude. This role requires a strong emphasis on strategic planning, time management, cross-functional collaboration, and proactive support, contributing to both short-term operations and long-term objectives.
Key Responsibilities: 1) Administrative Support: - Manage complex calendars and coordinate meetings for a team of six executives across multiple time zones, optimizing schedules and anticipating conflicts.
- Arrange domestic and international travel logistics, including flights, accommodations, ground transportation, and itinerary planning, adapting as needed for last-minute changes.
- Prepare, track, and reconcile monthly expense reports for all team members, ensuring accuracy, compliance with internal policies, and timely submission to the finance team.
- Serve as a central liaison between internal and external Executive Assistants to align schedules for large group meetings, events, and cross-departmental initiatives.
- Coordinate in-office activities, including event setups, safety drills, and maintenance, while maintaining strong relationships with building management.
- Develop and implement processes to enhance workflow efficiency, manage office resources, and foster a positive, team-oriented environment.
- Provide ad-hoc support for team initiatives, such as drafting communications, creating presentations, and coordinating with IT for technology requirements.
2) Project Management: - Lead as the primary point of contact and project manager for the annual CxO Summit, overseeing all phases from initial planning through post-event follow-up in collaboration with the events team.
- Develop and maintain detailed project plans, timelines, and budgets, ensuring all stakeholders are informed and aligned on objectives, deliverables, and deadlines.
- Strategize and manage event logistics, including venue selection, contract negotiations, vendor coordination, and budget management, to deliver a seamless and impactful attendee experience.
- Design and implement strategies for seating arrangements, agenda development, and guest engagement to optimize networking opportunities and enhance event value.
- Provide proactive, hands-on support during events, anticipating needs, resolving issues in real-time, and ensuring smooth execution of all activities.
- Support operating partners with 1:1 special projects, including virtual roundtables, working sessions, and annual team planning, ensuring alignment with strategic objectives and effective resource allocation.
- Facilitate cross-functional collaboration by coordinating with multiple departments (e.g., Legal, Creative, Finance, IT) to ensure project goals are met
3) Growth Team Senior Advisors: - Manage and track the utilization of Senior Advisors on the Growth Team, producing quarterly reports that align with strategic goals and accurately reflect advisor contributions.
- Streamline processes for collecting, verifying, and processing data from Senior Advisors, ensuring timely and accurate submissions to the Accounts Payable team for payment.
- Create detailed monthly and quarterly reports summarizing Senior Advisor activities, analyzing data for key insights, trends
- Act as a strategic point of contact, building strong relationships with Senior Advisors and key stakeholders to facilitate effective communication and support team objectives.
Qualifications: - 3-5 years of experience in a combined Executive Assistant and Project Management role,within a high-paced corporate environment.
- Strong project management skills, with demonstrated experience managing complex projects and events from start to finish.
- Exceptional organizational and time management skills, with the ability to handle multiple high-priority tasks simultaneously.
- Excellent interpersonal and communication skills, capable of building strong relationships with internal and external stakeholders.
- Experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools (e.g., Asana, Notion).
- Ability to work independently, take initiative, and solve problems creatively in a fast-paced environment.
- Strong attention to detail, with a commitment to delivering high-quality work and maintaining confidentiality.
- Ability to travel as needed to provide onsite event support.
Salary Approx 120K, Some Flex
Job Tags
Contract work, Temporary work, Remote job, Flexible hours,