Executive Assistant

locations

USAHomeOffice

Full time

It’s fun to work in a company where people truly BELIEVE in what they’re doing!

We’re committed to bringing passion and customer focus to the business.

OUR MISSION

At Redwood Software we unleash human potential. We empower our customers with lights-out automation for their mission-critical business processes.

Redwood Software is the leader in full stack automation for mission-critical business processes. With the first SaaS-based composable automation platform specifically built for ERP, we believe in the transformative power of automation. Our unparalleled solutions empower organizations to orchestrate, manage and monitor their workflows across any application, service or server in the cloud or on premise with confidence and control.

CORE VALUES

One Team. One Redwood

Make Your Own Weather

Obsess over Customer Success

Work the Problem

Be Curious

Own the Outcome

Respect Each Other

YOUR IMPACT

The Executive Assistant will provide high-level administrative support to Redwoods Global Executive Leadership Team (ELT). This role requires a detail-oriented, organized and proactive professional who can handle a variety of complex and confidential administrative tasks with discretion. The Executive Assistant will play a pivotal role in ensuring the smooth day-to-day operations of the ELT by managing calendars, coordinating meetings, handling communications and assisting with special projects.

Administrative Support:

• Manage and maintain complex global calendars, scheduling internal and external meetings, conferences and travel for the Executive Leadership Team.
• Serve as the first point of contact for internal and external stakeholders, screening and directing calls, emails and inquiries as appropriate.
• Prepare, review, and distribute executive communications, memos, presentations and reports.
• Handle expense reporting, vendor management and other administrative duties as required.

Meeting and Event Coordination:

• Plan, coordinate, and execute leadership team meetings, offsite retreats and other high-level events.
• Prepare meeting agendas, take detailed minutes, and ensure appropriate follow-up actions are taken.
• Assist in preparing presentations and materials for board meetings, shareholder presentations, and other executive-level engagements.

Project Management:

• Support the ELT with ad hoc projects, research and initiatives, ensuring deadlines are met and deliverables are completed to a high standard.
• Track and monitor progress on key company initiatives ensuring executives are updated on relevant timelines and milestones.

Travel Coordination:

• Arrange complex domestic and international travel, including flights, hotels, transportation and itineraries for the ELT.
• Prepare travel agendas, ensuring executives are briefed on key meetings, attendees and objectives before travel.

Confidentiality and Discretion:

• Handle sensitive information with the utmost confidentiality and discretion.
• Ensure that all executive activities are compliant with company policies and relevant regulations.

YOUR EXPERIENCE

• Bachelors degree in Business Administration, Communications, or a related field preferred.
• Minimum of 5+ years of experience supporting C-level executives or senior leadership teams with various levels of engagement.
• Excellent organizational and time management skills with the ability to manage multiple priorities and deadlines across time zones
• Strong written and verbal communication skills
• Proficiency in Microsoft Office and Google Suites (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Slack, etc.).
• Experience with travel booking and expense management software.
• High level of integrity, professionalism, and discretion in handling confidential information.
• Exceptional attention to detail and problem-solving abilities.
• Experience working in a fast-paced corporate environment or startup.
• Familiarity with board-level communication and governance.

If you like growth and working with happy, enthusiastic over-achievers, you’ll enjoy your career with us! 

Senior Executive Assistant

Schedule/Shift: Day/1st Shift

Employment Type: Full-time (30+ hrs/week)/FULLTIME

Location City: Remote

Work Location Type: Remote

PRACTICE OVERVIEW

Radiology Partners, through its owned and affiliated practices, is a leading radiology practice in the U.S., serving hospitals and other healthcare facilities across the nation. As a physician-led and physician-owned practice, we advance our bold mission by innovating across clinical value, technology, service and economics, while elevating the role of radiology and radiologists in healthcare.

Radiology is a team sport, and Radiology Partners is building a community of physicians and support teammates who embody our practice values and believe in our bold mission to transform radiology.

Our support team is a vital force within the practice, using their gifts and talents to improve the overall healthcare experience. Using a proven healthcare services model, Radiology Partners provides consistent, high-quality care to patients, while delivering enhanced value to the hospitals, clinics, imaging centers and referring physicians we serve.

Position Summary

Radiology Partners has an open position for a Senior Executive Assistant. The CHRO and People & Culture Senior Leadership team requires a versatile and high-performing individual to help drive and support key initiatives related to clinical value, quality and operations.

This position provides a unique opportunity for a high-performing, analytically-inclined individual to apply and build their skills in a dynamic and entrepreneurial operating environment. The individual will have the opportunity to work across multiple functional areas in the practice and interact closely with senior management.  The role provides a solid foundation for future potential management opportunities within Radiology Partners.

POSITION DUTIES AND RESPONSIBILITIES

• Provide confidential administrative support for the CHRO and People & Culture Senior Leadership teams such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries through sound judgment, knowledge of company policies and procedures, and with independent decision-making in areas as delegated
• Respond confidently, courteously, knowledgeably, and professionally to internal and external phone calls and office visits including company leadership, senior managers, teammates, and customers, exhibiting a “can do” customer service attitude
• Engage with operations directors around the practice to obtain data elements and enters that data into our scheduling software
• Schedule and organize activities such as meetings, travel, conferences, and activities for executives and their teams
• Act as a liaison with other departments and outside companies, including high-level staff such as C-Level, Investors, Physician Practices, Directors, and Vice Presidents
• Compose and edit correspondence and/or memoranda from dictation, verbal direction or from knowledge of established departmental policies; may prepare, transcribe, compose, type, edit and distribute agendas and/or minutes of meetings
• Proofread and ensure clarity as well as grammatical and typographical accuracy (free from errors) of all written documentation including emails
• Create and/or assist with creating presentations as requested or needed including charts, graphs, and/or gathering data
• Review mail, determine level of priority, and process accordingly; ensure all outgoing mail is prepared as necessary and to meet mailroom deadlines
• Schedule, organize, and/or coordinate meetings, events, training sessions, interviews, appointments, travel arrangements, conferences, and activities as requested; ensure electronic calendar is coordinated and up-to-date
• Establish, maintain, and update files, reports, databases, records, and other documents
• Manage confidential and non-routine information with absolute confidentiality
• Prepare, reconcile, track, and submit expense reports as requested
• As needed, requisition supplies; coordinate purchasing for printing, maintenance and other services; approve within assigned parameters
• Access e-mail and coordinate electronic calendars for multiple executives
• Handle special projects and/or department specific assignments on an as-needed and sometimes urgent basis
• Work independently on several tasks at once and display ability to multi-task and prioritize those tasks appropriately
• Performs other related duties and participates in special projects as assigned

DESIRED PROFESSIONAL SKILLS AND EXPERIENCE

• Bachelors degree preferred or equivalent with 3+ years of relevant administrative/operational support of C-Level and VP-level executives related to the duties of the job
• Must have advanced knowledge of technology to include computers and software programs such as MS Office, spreadsheets or other programs specific to the job in order to complete job duties successfully
• Must have excellent oral and written communication skills to communicate effectively internally and externally when completing assignments
• Must have strong organizational skills with ability to manage deadlines and prioritize workload and make adjustment to meet business needs

The salary range for this position is $80,000.00 – $95,000.00.

Final determinations may vary based on several factors including but not limited to education, work experience, certifications, geographic location etc. This role is also eligible for an annual discretionary bonus.

In addition to this range, Radiology Partners offers competitive total rewards packages, which include health & wellness coverage options, 401k benefits, and a broad range of other benefits such as family planning and telehealth (all benefits are subject to eligibility requirements). 

Executive Assistant I

Location: United States

Job Description:

• Executive Assistant with outstanding verbal/ written communication and calendar management skills
• Dynamic executive support professional with a proactive mindset who possesses the ability to anticipate needs and pivot responsibilities quickly and efficiently
• Hybrid opportunity for US-based employees with the option to work in-person out of our Las Vegas, Nevada office

Start your adventure with Zip 

At Zip, our People & Culture team is dedicated to cultivating a workplace where every employee is valued, supported, and inspired. We are committed to fostering an inclusive and diverse environment that promotes collaboration, innovation, and personal growth. Our mission is to empower individuals to reach their full potential, aligning their passions with the company’s goals. Through strategic initiatives, comprehensive development programs, and a focus on employee well-being, we aim to create a thriving workplace culture that drives Zip’s success and innovation.

As an Executive Assistant at Zip, you will be at the core of our organizational excellence, ensuring seamless operations, calendar management, and communication for some of our key executives. You will play a vital role in travel and accommodation bookings, invoice and expense management, and ensuring seamless information flow. If you thrive in a fast-paced environment, excel in multitasking, and are passionate about contributing to a dynamic team, this role offers a unique opportunity to shape the success of Zip Co, where your skills and dedication will be pivotal.

Interesting problems you’ll get to solve

Scheduling and calendar management for Executives (General Counsel, Chief Marketing Officer and Chief Revenue Officer ) Setting up internal, external and video meetings when appropriate, including the coordination of multiple time-zones Acting as the point of contact between supported executives and internal colleagues/external stakeholders, fostering strong relationships Inbox management and managing information flow in a timely and accurate manner Building efficiency and effective responsiveness into existing operations, and help define new operational strategies Managing each executive’s priority list on a daily basis  Researching, reviewing and creating presentations, and documents for meetings and pitches Attending meetings with executives, creating agenda and taking minutes  Following up to ensure that delegated meeting action points have been completed by the relevant team members Booking travel and accommodation  Invoice and expense management/approval for direct reports

What you’ll bring to the team 

3+ years experience as an Executive, Personal or Team Assistant Experience with complex calendar and travel management Advanced MS Office, Slack, and G-Suite skills Outstanding organizational and time-management skills Excellent verbal and written communications  Proactive mindset and the ability to anticipate the needs of the executives, taking initiative to complete tasks before being asked Ability to adapt to changing priorities and work effectively under pressure, remaining calm and composed in high-stress situations Excellent problem-solving skills, the ability to think critically, and make decisions on behalf of the executives when necessary

• A persuasive nature, coupled with the tenacity to achieve results from our senior leaders 
• Strong stakeholder management skills at all levels
• Demonstrated experience working with a high degree of confidentiality and integrity

What you’ll get in return

Zip is a place where you’ll get out what you put in. The newness of our sector means we need to move at pace and embrace change, and our promise to you when you join the team is that you’ll feel empowered and trusted to make big things happen quickly. 

We want you to feel welcome and as though you have the support to be yourself, and care for yourself at work. Because it’s important to us that you make the most of the opportunities you’ll get to grow your skills and your career, and be surrounded by smart, friendly people and leaders that have your back.

We think these are just some of the best things about being a Zipster. We will also offer you:

• Flexible working culture
• Incentive programs
• 20 days PTO every year
• Generous paid parental leave
• Leading family support policies
• 100% employer covered insurance
• Beautiful Midtown office with a casual dress code
• Learning and wellness subscription stipend
• Company-sponsored 401k match

Zip is committed to a straightforward and transparent pay structure. The actual base salary will be determined by various individualized factors, including job-related knowledge, skills, experience, location, internal equity, as well as other objective business considerations.

The annual base Pay Range for this position is $ 72,000 -104,000. This range reflects our US national compensation (USN). Additional premium percentages may apply based on our tiered premium strategy.

Subject to those same considerations, the total compensation package for this position may also include other elements, including a bonus and/or equity awards, in addition to a full range of medical, financial, and/or other benefits. 

If hired, employees will be in an ‘at-will position’ and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation or benefit program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

Be a part of a team that reflects the diversity of our customers

We pride ourselves on being a workplace that provides equal opportunities to people of all ages, cultural backgrounds, sexual orientations, gender identities, abilities, veteran status, and everything else that makes you unique.

Equally, we’re committed to ensuring our recruitment processes are accessible and inclusive. Please let us know If there are any adjustments that need to be made to ensure you have a fair and equitable experience.

And finally…get to know us

Zip Co Limited (ASX: ZIP) is a digital financial services company, offering innovative, people-centred products that bring customers and merchants together.

Operating in two core markets – Australia and New Zealand (ANZ) and the Americas, Zip offers point-of-sale credit and digital payment services, connecting millions of customers with its global network of tens of thousands of merchants.

We’re proud to be a values-led business and our values – Customer First, Own it, Stronger Together and Change the Game – guide us in everything we do.

I acknowledge by clicking “Submit Application”, that the information provided is true and correct. I also understand that any willful dishonesty may render for refusal of this application or immediate termination of employment. By providing your information, you acknowledge that you have read our Zip Applicant and Candidate Privacy Notice and authorize Zip to process your data subject to those terms

Zip participates in the federal government’s E-Verify program 

Executive Assistant to the Chief Technology Officer

Department:Technology

Location:US Based Home Office

START YOUR APPLICATION

Title: Executive Assistant to the Chief Technology Officer

Reports To: Chief Technology Officer

Location: Home Based Office (US)

Status: Full time; Non-Exempt

Salary Range*: $55,000 – $60,000 (IC2, B3)

Facing History & Ourselves is a global education non-profit organization that challenges teachers and students to use lessons of history to stand up to racism, antisemitism, and other forms of bigotry and hate.

Position Description:

This Executive Assistant position is an entry-level role that will provide direct support to the Chief Officer, Technology (CTO) and will represent her and the organization as a whole through verbal and written communication with staff, leadership, board members, major donors, and the public. This is an excellent and exciting opportunity to learn about a non-profit from a high level perspective!

Who you are: You may be early in your career, but have solid work experience through internships and other work opportunities. You are an organized, calm, proactive, dedicated, intuitive, thoughtful, and detail oriented individual. You are solutions-oriented and excel at juggling competing priorities. You feel successful when others around you are successful, too. You are technology-confident, communicative and collaborative; you bring tact, diplomacy, and persistence to the workplace. Managing the calendar and priorities of the Chief Officer will require you to anticipate her needs and build relationships with others across the organization, while appropriately negotiating, prioritizing, and protecting the needs of the Technology team.

You will manage a full stream of communications coming both in and out of the Technology office, and will play a crucial role in building administrative processes while sustaining strong partnerships and collaborations throughout the organization and the broader community. You are proficient at taking notes and minutes, culling action items from meetings and following up on those items. You bring a positive, can-do attitude, a passion for learning and growth, and a desire to help build community within the team and the organization.

Who We Are: The Technology team is collaborative, supportive, and flexible. We are customer focused and appreciate our role in supporting the work and mission of Facing History and Ourselves. We embrace a growth-mindset and we are able to pivot/adapt to changes and are good natured in our approach to shifting priorities. We value the strengths we each bring to our team. We deal with complex and confidential issues, and work to maintain professionalism and a good sense of humor, too.

You Will:

• Manage the calendar for the CTO, paying close attention to her daily schedule as well as monitoring her future schedule to ensure that meetings are re-prioritized as needed, deadlines are met, and that she is prepared for all upcoming events and meetings
• Schedule and plan CTO’s travel and stakeholder engagement, plan agendas and coordinate arrangements with regional offices and external partners; Oversee travel reimbursements and expense reports
• Manage emails and inbox of the CTO. Elevate immediate needs and respond to less critical items on behalf of the CTO.
• Oversee task list and ensure timely completion of deadline oriented tasks. Manage timelines, deadlines, and responsibilities to support projects managed by the Chief Technology Officer
• Manage and track expenses for the CTO and Tech Directors, including budget monitoring, expense report processing, and ensuring compliance with organizational policies.
• Coordinate and support the management/execution of events and meetings, such as team meetings and retreats, including planning logistics, overseeing schedules, and ensuring smooth execution.
• Communicate in a kind, professional, and timely manner with internal and external stakeholders regarding scheduling and schedule changes, meeting prep and planning, prioritization of tasks, and understanding and managing expectations and deliverables expected from the Chief Technology Officer
• Attend meetings, take notes, and manage pre-meeting and follow-up as needed
• Support administrative tasks for the Tech Directors
• Development of draft communications on behalf of the CTO
• Develop administrative systems, including process documentation, in order to support effective and efficient collaboration, communication, etc on CTO’s behalf
• Other administrative tasks, special projects, or duties as assigned.

Community & Commitment

In addition, qualified candidates can expect to:

• Center principles of equity, inclusion, and belonging in all work.
• Demonstrate a commitment to the mission of Facing History & Ourselves.
• Demonstrate a commitment to diversity using a personal approach that values all individuals and respects differences in regards to race, ethnicity, age, gender identity and expression, sexual orientation, religion, disability and socio-economic circumstance.
• Demonstrate a commitment to work collaboratively and respectfully toward resolving obstacles and/or conflicts.

Essential Skills, Qualifications and Competencies:

Facing History understands that restrictive job requirements may exclude historically marginalized groups from applying to jobs for which they are qualified. We take an equitable and holistic screening approach. If you feel you have demonstrated experience and expertise relevant to perform this role, please don’t hesitate to apply!

• Bachelor‘s degree or equivalent work experience
• Minimum of 2+ years of administrative support and office management experience working with senior level administrators; preference for work done in non profit and matrixed organizations
• Understands, embraces, and takes pride in the critical role administrative coordination and support plays in the success of senior staff and the organization as a whole
• Demonstrated ability to manage competing priorities, projects, and tasks
• Proactive self-starter; strong attention to detail; experience working in a busy environment a plus
• Solutions focused individual who is comfortable asking questions, searching for answers, and gaining clarity when needed
• Strong problem-solving skills
• Experience and comfort level working with multiple leadership styles; ability to “manage up” when needed
• Interest in and ability to articulate the mission of Facing History and Ourselves
• Excellent communication, listening, and organizational skills
• Technology-confident with excellent computer skills, including experience with the Google suite; experience with Salesforce or CRM databases a plus
• Excellent judgment and ability to anticipate and quickly prioritize; demonstrated experience taking initiative and being proactive; confident and unflappable.
• Ability to work independently and as a member of a team

Benefits Summary: In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical with a health reimbursement account, dental, vision, life & AD&D, long-term & short-term disability insurance, 403(B) retirement plan with a discretionary organizational contribution, generous paid time off, an employee assistance program, travel assistance plan, pre-tax commuter spending accounts, flexible spending accounts, voluntary Colonial Life group plans, robust wellness programs through aHealthyMe, weekly virtual yoga and meditation, WellCents 403(B) advisement, and a friendly work environment.

Facing History values a diverse workforce and an inclusive culture. We encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. We are an Equal Employment Opportunity Employer.

Facing History’s Commitment to Diversity, Equity and Inclusion. At Facing History, we honor and value the uniqueness of each and every human being. Our strength as an organization that provides and distributes educational content and pedagogy to teachers across the globe is directly tied to our diversity of staff, leadership, educators, students, scholars, and volunteers. Our commitment is to treat individuals with dignity and to build and maintain a community of full participation, inclusive of the voices, needs, and contributions of all. As an organization, we are deeply aware of the legacies of injustices that persist in society and in the workplace, and we value and promote diversity, equity, and inclusion in their association with excellence.

Remote-first/Hybrid Work Model: Facing History and Ourselves operates in a remote-first/hybrid work model, allowing staff flexibility in both schedules and work locations. This particular position is home-based. Some travel is required.

* We strive to offer competitive salaries commensurate with experience in a similar position. New hires are typically brought into the organization at a salary range between the minimum and midpoint depending on experience and in alignment with internal parity 

Title: Executive Assistant

Location: United States

Job Description:

Pie’s mission is to empower small businesses to thrive by making commercial insurance affordable and as easy as pie. We leverage technology to transform how small businesses buy and experience commercial insurance.

To do their best work, our executive team needs an agile individual that addresses a variety of work styles. Pie’s Executive Assistant (EA) role will demand flexibility and the ability to perform operational tasks to ensure our company’s workflow runs smoothly. You will have a direct and enormous impact on Pie’s daily operations, team interactions, and culture. Working well cross-functionally is a key part of this role.

The Executive Assistant will be connecting with peers, immediate leadership and executives frequently to connect on collaborative efforts and update status needs and tasks. They will collaborate with other departments and leaders throughout the month to determine deliverables and check-in on status needs.

How You’ll Do It

Supporting the Executive Team

• Identifying and anticipating the administrative needs of 3-4 Executive team members, including Pie’s Chief Commercial Officer, SVP Underwriting & Pricing, and SVP Claims.
• The role will handle heavy and proactive calendar support. These leaders need someone to manage and coordinate their busy schedules across multiple time zones. This includes resolving conflicts, ensuring regularly scheduled one on ones with their team members, coordinating team meetings, ordering catering, booking conference rooms in multiple offices, arranging video conference connections, and ensuring the meetings are attended.
• Meeting preparation is vital to this work and includes managing recurring agendas, keeping meeting notes, tracking action items, following up on action items, and ensuring that any materials are delivered ahead of meeting times.
• Drafting communication in the voice of the executive, editing, and effectively disseminating messages from the executives that you support through the appropriate channels.
• Managing, optimizing and creating administrative workflows such as vacation requests, purchase orders, internal orders, distribution lists, organizational charts, etc.
• Booking travel and expense reporting.
• Light email management.

Project & Culture Support Work

• Jumping into ad hoc projects as they arise across the company.
• Event planning.
• Team specific support for sales contests, peer-to-peer awards, and other team celebrations; coordinating announcements and swag for new hires, anniversaries and other milestones.

Admin Team Support

• Support and backup to the other Administrative staff to cover PTO and leave.
• Partner with other admin staff in supporting and managing company wide initiatives such as the weekly All Hands meetings, Pie-R-Side chats (Quarterly Q&A with leaders), Executive summits, and year end or summer parties.

The Right Stuff

• High school diploma or equivalent is required. Associates degree preferred.
• At least 3 years in an Executive Assistant role and/or 5 years in Administrative, Office, or Personal Assistant role preferably with C-Suite executives.
• Experience working Sales and Business Development teams and executives is ideal.
• Ability to be effective as a virtual assistant. This is a remote first organization.
• Equally able to travel and be present for team/customer events and meetings as needed.
• Advanced communication (written, verbal, and presentation) skills, to deliver complex information effectively and align people with the needs of the project/team.
• Must be available during general business hours across multiple US time zones.
• Advanced problem solving skills, to be able to manage complex situations with multiple layers, and resolve to solution anticipating needs now and into the future.
• Advanced awareness of workflow, and project tradeoffs to make decisions based on needs now and into the future.
• Experience in a fast paced and demanding environment as well as the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround is preferred.
• Some experience with collaboration tools such as (specifically Slack and Zoom) required.
• Demonstrated ability to quickly learn new technology platforms and systems is required.
• Must be customer service focused. You enjoy helping others and creating amazing work life experiences.
• Competent Project Management experience is desired.
• Proficient in Google Calendar, especially using multiple time zones, is required, experience with Gmail and Google Workspace is helpful.
• Skilled in using PowerPoint and integrating presentations with Excel data.
• Some travel could be required in this position, up to 10% to support events.

Base Compensation Range

$80,000—$100,000 USD

Compensation & Benefits

Location Information

• Competitive cash compensation
• A piece of the pie (in the form of equity)
• Comprehensive health plans
• Generous PTO
• Future focused 401k match
• Generous parental and caregiver leave
• Our core values are more than just a poster on the wall; they’re tangibly reflected in our work

Unless otherwise specified, this role has the option to be hybrid or remote. Hybrid work locations provide team members with the flexibility of working partially from our Denver office and from home. Remote team members must live and work in the United States* (*territories excluded), and have access to reliable, high-speed internet. 

Senior Executive Assistant

Remote US

Senior Executive Assistant

Who we are:

Vonage, a global cloud communications leader, helps businesses accelerate their digital transformation.

Our Communications Platform is fully programmable and allows for the integration of Video, Voice, Chat, Messaging and Verification into existing products, workflows and systems.

Our fully programmable unified communications and contact center applications are built from the Vonage platform and enable companies to transform how they communicate and operate from the office or anywhere, providing enormous flexibility and ensuring business continuity.

Why this role matters;

The role of the Sr Executive Assistant is essential in ensuring smooth, efficient operations at the executive level, directly impacting an organization’s productivity. By managing schedules, communications, and high-priority tasks, the Sr Executive Assistant allows executives to focus on strategic decision-making rather than administrative details.

You will act as a trusted liaison between executives, teams, and external partners, fostering clear communication and organizational alignment.

What you will do;

• Provide independent administrative support of the day-to-day activities, including calendar management. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Manage travel and travel associated planning and arrangements
• Use superior organizational skills to manage and support the scheduling, call follow-up, triage, and decision making. Plan, coordinate and ensure the Head of the Business Unit’s schedule is followed and respected, and keep him well informed of upcoming commitments and responsibilities
• Provide effective support with the preparation, execution and follow-up of meetings
• Communicate directly on behalf of the Head of the Business Unit with local & global executive team members, customer executives and employees
• Act as a delegate on behalf of the Head of the Business Unit for internal system approvals
• Plan and organize internal & customer special events, including multi-day activities
• Coordinate meetings including staff meetings, special events, training, and workshops (i.e. internal and offsite meetings, etc.) which includes creating the agenda, making travel arrangements, preparing, and disseminating meeting materials and information
• Support daily operations with use of Vonage administrative tools & other general tools.
• Drive improvement and implementation of administrative processes and routines
• Partner, network, and communicate effectively with other assistants within and outside the organization

What you will bring;

• 8+ years of experience working in a large, international corporate environment
• 10+ years of relevant experience as an Executive Assistant, Project Management or Office Manager type experience required.
• Extensive experience with arrangement of complex schedules, time management and logistics, across multiple time zones; global experience preferred
• Flexibility to communicate and complete tasks during non-traditional working hours
• Self-driven professional with the ability to manage through ambiguity, and independently run activities with minimal supervision
• Superior problem-solving skills, with a strong focus on structure and execution
• Strong work ethic and able to maintain a high level of confidentiality
• High degree of professionalism in dealing with diverse groups of people, including senior executives, staff, customers and community leaders including Strong ability to execute work with a diversity, equity, and inclusion lens
• Excellent communication skills and executive presence 

Executive Assistant II – Commercial Bank

locations:Remote, United States

time type: Full time

job requisition id: R-27354

Location: For Those Who Work At Home – Various, Ohio 4414

Executive Assistant –

POSITION OVERVIEW

Provide executive assistance to the Regional Sales Executive to perform diverse administrative and clerical duties for the leader and his/her leadership teams while contributing to the overall performance of the Division’s functional and cross-functional teams. This role is expected and held accountable to add value, work efficiently and constantly strive to improve internal and external customer experience.

Ability to prioritize and organize work while being flexible and nimble enough to change with the needs of business is important for this role. Ability to quickly learn new tools and technologies; with interest and experience in using professional media, digital platforms and the Internet to improve work efficiency, research and creation of Keynote and/or PowerPoint presentations and ongoing communication. Entrepreneurial spirit and desire to understand internal business, outside competition and dynamics of work. Integrity, confidentiality, superior interpersonal skills, proactive & detail-oriented with strong organizational skills are some of the important competencies for the role. Ability to thrive in a fast-paced, team-oriented, deadline-driven environment is necessary
ESSENTIAL JOB FUNCTIONS

Under general supervision, provides administrative support to the executive leader and leadership team to include planning, executing, maintaining and coordinating complex calendar of meetings, travel and logistics, expense reports, various system entries and tracking.

Act as liaison between Executives and all internal departments and external business associates to ensure that all matters are attended to in an efficient, professional and timely manner.

Primary point of contact for internal employees for the executive, initiating work within the department or checking the status of jobs already in progress to ensure timely completion. Manage and track administrative projects for the team, help with onboarding new hires and employee exit formalities.

Responsible for meeting coordination, communication tools, video conferencing and scheduling, and organizing proper venue/room setup as needed.

Plan, coordinate and execute multiple meetings and offsite events simultaneously with ability to adapt to changing priorities.

Phone work: manage phone calls to ensure that due attention is always given to the most urgent materials/requests and all calls are appropriately responded.

Sort/prioritize mail; flag & highlight any relevant articles and advertisements

Collect and organize documents from executive’s direct reports

Take lead in planning and organizing team events, socials, offsite meetings, recognition and award ceremonies etc.

Take accurate notes during various meetings and distribute materials pre and post meeting

Manage mass communications on behalf of executive.

Collects, compiles and analyzes moderately complex data and information for various internal and external reporting purposes, newsletters and presentation materials.

Cultivates a positive environment to promote teamwork, high performance and positivity

Manages day-to-day office operations, composes written communications as needed.

Clearly and immediately communicates and elevates any problems/issues.

Assists with special projects for events, new processes or projects and presentations as they arise; exercises judgment and reasoning skills.

Ability to work out of base office, willingness to travel occasionally as needed and work overtime, and on weekends with short notice.

REQUIRED QUALIFICATIONS

High School Diploma or Equivalent experience

2+ years relevant experience supporting executive management

Proven ability to manage multiple calendars and projects at one time

Ability to read and understand basic financial data, legal contracts and third-party communication.

Ability to engage with Executive Level Management

Proficient in using Google Apps, Microsoft Office Suite to include Word, Excel, PowerPoint, Outlook and Publisher, Internet and Intranet.

Excellent written and verbal communication skills

Exercises sound judgment, discretion, and confidentiality in all matters involved in this job

Takes initiative and works independently on routine as well as more complex and miscellaneous matters.

Confident and resourceful in problem solving, promptly escalating matters where necessary.

COMPENSATION AND BENEFITS

This position is eligible to earn a base hourly rate in the range of $30to $35 per hour depending on location and job-related factors such as level of experience. Compensation for this role also includes short-term incentive compensation subject to individual and company performance.

Key has implemented a role-based Mobile by Design approach to our employee workspaces, dedicating space to those whose roles require specific workspaces, while providing flexible options for roles which are less dependent on assigned workspaces and can be performed effectively in a mobile environment. As a result, this role may be Mobile or Home-based, which means you may work primarily either at a home office or in a Key facility to perform your job duties.

KeyCorp is an Equal Opportunity and Affirmative Action Employer committed to building a diverse, equitable and inclusive culture. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other protected category. 

Executive Assistant

Executive – Remote

This job description is intended to convey information essential to understand the scope of the position. It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the position. 

The Ballot Initiative Strategy Center (BISC) is seeking an experienced administrative support person to serve as the Executive Director’s right hand to help her execute her vision and fulfill her organizational and progressive ecosystem commitments. Ideal candidates must have previous experience working with executive or senior level director positions for a minimum of three years and be able to work independently with significant autonomy to successfully complete tasks without constant supervision. The person in this position must be extremely well organized, enjoy administrative support and systems, and demonstrate a high level of professionalism and confidentiality.

The Executive Assistant will manage a wide range of administrative and support activities including managing internal and external scheduling, preparing the Executive Director for meetings; attending meetings and providing next steps and synthesis; among other responsibilities. Additionally, the Executive Assistant will manage items related to and provide support to the BISC INC and Foundation boards. Must be self-motivated, detail-oriented, and an excellent communicator as well as have good judgment and practice discretion. While not required, preference for people who have worked in the political and non-profit advocacy space.

BISC is a mission and values-driven organization that recruits and seeks to retain a staff committed to excellence by fostering a work environment that is flexible, fairly-compensated, respectful, and fun.

Location: BISC HQ is located in Washington, DC, but the location for this position is flexible within the U.S. This position will travel for organizational activities such as retreats, board meetings, and BISC’s annual conference. This position reports to the Executive Director.

Executive Support: 

• Manage aggressive and dynamic executive calendar, requiring interaction with both internal and external stakeholders and book travel
• Manage and draft correspondence on behalf of the Executive Director
• Serve as the primary point of contact for external, funder, partner, and Board contacts on behalf of the Executive Director;
• Ensure funder and stakeholder contact information is captured and shared with team members via organizational CRM;
• Support meeting preparation and logistics, ensure all follow up from meetings is completed, documented, and reported out in a timely manner
• Create and edit presentations for the Executive Director
• Prioritize and manage the Executive Director’s multiple projects and requests, and help with follow through in a timely manner;
• Prepare the Executive Director’s nightly report and resources document;
• Proactively work with the senior leadership team to make sure the Executive Director follows through on her commitments and is up to date on organizational day-to-day items;
• Work collaboratively with the Development Team by attending weekly development meetings and additional development-related meetings to ensure any funder-related meetings and events are scheduled and reported back to the Development team
• Work with the Communications Team to ensure Executive Director is prepared for reporter meetings and press briefings, schedule media interviews, and ensure Executive Director communications follow BISC branding;
• Work with the Operations Team on logistical related items, ensure Executive Director campaign engagement is entered into compliance forms, and prepare and process expenses and reimbursements

Board liaison/support: 

• Manage all board meeting related activities including administrative and logistical support, recording minutes, and managing the board report and work packet process including handling material of a confidential nature
• Manage board chair and executive committee meetings including scheduling, note taking, and preparing board members for meetings
• Work with Chief of Staff and board secretaries to conduct the Executive Director’s annual review
• Manage the board committees including scheduling meetings, note-taking and supporting next the next steps of the Development, Nominations, and Futures committee meetings
• Manage all board communications including monthly newsletter

Additional Responsibilities: 

• Aid the organization in implementation of BISC’s 5-year strategic plan focused on changing culture, centering directly impacted communities, capacity building, convening, and internal continuity and growth;
• Record notes for all staff meetings;
• Support other BISC and BISC Foundation projects and activities as needed; and
• Assist with the planning and execution of BISC’s annual conference

Key qualifications and experience: 

• 3 to 5 years of relevant experience supporting an executive or senior level position, preferably in a non-profit setting
• Experience composing executive-level correspondence on behalf of a principal, preferably for communications with donors and/or board members
• Experience managing up and working across multiple departments and with senior level stakeholders
• Exceptional verbal and communication skills
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Demonstrated attention to detail and follow-through on job responsibilities
• Responsive and efficient in completing tasks and correspondence. Demonstrated ability to achieve high performance goals and meet deadlines
• Sound judgment and discretion especially with sensitive and confidential information
• Strong organizational and project management skills
• Ability to balance competing priorities, complex situations, and tight deadlines
• Ability to work independently on assigned tasks as well as to accept direction on given assignments
• Intermediate to advanced mastery of Google Suite (Docs, Sheets, Slides, Forms, etc.) as well as Microsoft Office products, experience with Canva a plus
• Comfort with technology and virtual communication systems, including Zoom, Slack, EveryAction and/or other content management systems
• Long-term commitment to the progressive movement and demonstrated commitment to social, economic, and racial justice

Notice of Exempt Position:

This is a full-time position and in accordance with the provisions of Federal and DC wage and hour laws, this position is classified as Exempt, which

means that you will not be eligible for overtime for hours worked in excess of forty (40) during a work week.

Salary & Benefits

• $67,000-71,000 per year
• 100% Medical insurance for family paid for by employer
• Dental insurance
• Life and Accidental Death and Dismemberment coverage
• Paid vacation
• Sick leave
• Generous 401(k) plan with employer contribution

To apply: Submit cover letter, resume, and 3 references. Applicants will be considered on a rolling basis until the position is filled.

About BISC 

BISC’s mission is to strengthen democracy by implementing a national progressive strategy for ballot measures rooted in building state-based power.

The Ballot Initiative Strategy Center (BISC), a 501(c)(4) organization, is the only progressive organization that works across many policy, organizing, and political organizations, with local, state, and national leaders to analyze and support the ballot measure landscape.

We believe direct democracy can be a tool for liberation. We leverage ballot measures across the United States as part of a larger movement to strengthen democracy, center people of color, queer, low-income, immigrant, indigenous and other marginalized communities, move towards racial equity, build and transform power, and galvanize a new progressive base. In February 2020, we launched our strategic framework to help move towards our vision of building a world where all people are fully liberated, live with dignity and thrive so that equity and justice prevail.

We lead by supporting the use of ballot measures as a tool for transformational impact, not just in a measure’s outcomes, but at every stage of the ballot measure process—from policy development, signature gathering, civic engagement, the campaign itself, implementation and beyond. We believe in movement building and empowerment, bringing communities into the work and leaving lasting infrastructure for continued social change.

We know that success isn’t just defined by getting 50% + 1 of the vote. If we’re serious about building a more equitable world, we also must consider who’s driving the change and whether it will have a transformational impact on the people and communities who have been pushed to the margins for too long.

We achieve impact through training the field and developing leaders, convening state and national leaders and funders in a co-created strategy that results in transformative wins, leading innovative research and providing assistance to support ballot measures as a tool to build long term power.

BISC’s Racial Equity Stance 

At the Ballot Initiative Strategy Center, we work to transform our country into one that is equitable and just. In our work, we strive to challenge structural racism, and center the people most impacted. BISC works with commitment to racial equity inside our organization in our operations and management processes, and externally through our research, training and organizing work with ballot-measure campaigns, partners and funders.

EEO Policy 

BISC follows an Equal Employment Opportunity Policy and employs personnel without regard to race, ethnic or religious background, descent or nationality, sexual orientation, gender (including pregnancy), gender identification, disability, marital status, age, height, weight, or military service. This policy applies to employment, internships, internal promotions, training, opportunities for advancement, terminations, relationships with vendors, use of contractors and consultants and in dealing with the general public.

Location

Remote

Department

Executive

Employment Type

Full-Time

Compensation

$67,000 – $71,000 

Title: Executive Assistant – Marketing & Strategy

Location: REMOTE – US

Job Description:

Iterable is the top-rated AI-powered customer engagement platform that helps organizations like Redfin, Priceline, Calm, and Box to activate customers with joyful interactions at scale. With Iterable, organizations drive high growth with individualized, harmonized and dynamic communications that engage customers throughout the entire lifecycle at the right time. Iterable’s data engine, ease of use, and flexible and open architecture makes it the best platform to close the data activation gap by bringing together customer data, ability to design the experiences, deliver them and optimize them. All in one platform. We’ve surpassed $200M in ARR and have raised more than $230M from top-tier investors like Index Ventures, Viking, and CRV. Nearly 1200 companies from over 50 countries around the world rely on us to captivate their many millions of users.

Iterable helps brands unlock growth in the digital era by enabling joyful customer experiences with individualized communications based real-time behavioral data, harmonized cross-channel communications based on customer lifecycle, and dynamic always-on journeys that adapt to customer signals. Our powerful customer communication platform helps marketers manage end-to-end customer engagement programs with enterprise-grade security, compliance and controls for their customers.

Iterable’s momentum grows daily and there has never been a more exciting time to join the team! We’ve been recognized as one of the Best Places to Work – SF for the past five years, recognized as one of Inc’s Best Workplaces and Fastest Growing Companies, and we were recognized on Forbes’ list of America’s Best Startup Employers in 2022. Notably, Iterable has also been listed on Wealthfront’s Career Launching Companies List and has held a top 10 ranking on the Top 25 Companies Where Women Want to Work.

We have a global presence with offices in San Francisco, New York, Denver, and London, and recently expanded our operations to Australia and New Zealand. Iterable’s reach extends worldwide, and we have remote employees across the globe. As we scale, we continue to live by our core four, founding values – Trust, Growth Mindset, Balance, and Humility. To understand the Iterable story, and learn more about our mission, explore our Culture and About Us page.

How you will make an impact:

As an Executive Assistant at Iterable, you’re at the heart of our business and the soul that keeps the team moving forward. In this role, you support the CMO and the SVP of GTM & Partnerships – part of the Marketing organization. Occasionally you will also need to cover for other EAs on vacations or as needed. Your role as an EA is to help them be more effective, by helping them stay focused by resolving operational and administrative issues before they arise. You will move quickly with the fast-changing environment and will be up to date with the latest going-ons in each department. In addition to being very organized and analytical, you show ownership, are extremely proactive, possess strong communication skills, and are comfortable working behind the scenes.

You’ll get to:

• This is a remote role, though strong preference for candidates located in the PST timezone
• Occasional travel will be required
• Provide EA support to other executives (please note that assignments might change in the future)
• Proactively and strategically manage calendars and priorities
• Schedule a high volume of meetings with internal and high-caliber external partners including investors, board members, and customer prospects across time zones
• Be the culture carrier of the supported teams, manage and plan team events, on-sites, and swag
• Manage, process, and review expenses for the executives, and their team’s direct reports as needed
• Partner consistently and efficiently with other members of the EA team and cross-functional partners across the org
• Schedule internal and external meetings with a variety of cross-functional partners
• Respond and take action on a high volume of slacks and emails with urgency and professionalism
• Perform a variety of administrative tasks (manage calendars, book travel, etc)
• Ensure executives balance team interaction, strategy, meetings, and personal time
• Help manage to dos , projects and communications in partnership with Marketing’s CoS
• Manage small projects as needed

We are looking for:

• You have experience supporting multiple C-Level executives in customer/facing roles (i.e. COOs, CMOs, CEOs)
• You have experience liaising with high-caliber external customers and partners
• You have experience ensuring excellent AV experiences (managing Zooms, recordings, in-person logistics)
• You have experience organizing events like QBRs, Executive dinners, etc.
• You maintain a high level of confidentiality, professionalism, discretion, and judgment at all times
• You have a point of view about how to best structure your executives’ time, always looking for ways to create efficiencies and balance in their days
• You can manage a high volume of external and internal facing requests with organization and a sense of urgency
• You have experience managing a high volume of emails and slacks, prioritizing, and ensuring timely follow-up and through
• You can work autonomously and exercise strong decision-making skills when necessary
• You have proven ability to work in a fully remote setting
• You have a strong team mentality and enjoy working closely with your teammates
• You proactively build professional relationships with internal and external stakeholders
• You have strong communication skills and keep stakeholders in the loop at all times
• You are organized, detail-oriented, and professional
• You have previous experience in an Executive Assistant role with a fast-paced SaaS startup company of a similar size
• You are responsive to internal and external requests and work efficiently
• Experience with G-Suite and Expensify
• You live by our values: Trust, Humility, Growth Mindset and Balance

Perks & Benefits:

• Paid parental leave
• Competitive salaries, meaningful equity, & 401(k) plan
• Medical, dental, vision, & life insurance
• Balance Days (additional paid holidays)
• Fertility & Adoption Assistance
• Paid Sabbatical
• Flexible PTO
• Monthly Employee Wellness allowance
• Monthly Professional Development allowance
• Pre-tax commuter benefits
• Complete laptop workstation

The US base salary range for this position at the start of employment is $102,500 – $158,000. Within this range, individual pay is determined by specific US work location, as well as additional factors, including job-related skills, experience, relevant education or training, and internal equity considerations.

Please note that the range listed above reflects only base salary. The total compensation package includes variable pay (where applicable), equity, plus a range of benefits, including medical, dental, vision, and financial. In addition, we offer perks such as generous stipends for health & fitness and learning & development, among others.

Iterable is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. Iterable does not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability, age, military or veteran status, or any other basis protected by applicable local, state, or federal laws or prohibited by Company policy. Iterable also strives for a healthy and safe workplace and strictly prohibits harassment of any kind. Pursuant to the San Francisco Fair Chance Ordinance and other similar state laws and local ordinances, and its internal policy, Iterable will also consider for employment qualified applicants with arrest and conviction records. 

Executive Assistant

Full-TimeAdmin/Cler Support

New York, NY, US

Remote, Remote, US

San Francisco, CA, US

Requisition ID: 1491

Salary Range:$54,500.00 To $95,700.00 Annually

About Tides

Tides is a nonprofit and philanthropic organization committed to advancing social justice. We work across the social sector to shift power to communities of color and other groups historically denied power.

Centering equity and justice in everything we do, we collaborate in deep partnership with movement leaders, nonprofits, donors, foundations, and corporations to amplify the impact of their work by providing services like fiscal sponsorship, donor advised funds, grant making, and a variety of innovative solutions. Learn more at tides.org.

About the Role

Tides currently seeks an Executive Assistant to be a supportive force to multiple executives. The ideal candidate will be a proactive problem solver with exceptional communication skills. This person should have great attention to detail while helping their executives see around corners. Given the dynamic nature of the executive landscape, Tides relies on Executive Assistants to be flexible and consistent while maintaining the confidentiality of the position.

What you will Do

Senior-Level Administrative Support

• Provide sophisticated calendar management, including ensuring key deadlines and action items are flagged and met.
• Make judgments and recommendations to ensure smooth day-to-day engagement.
• Act as the liaison between staff members, external stakeholders, and executive leaders to ensure important information is relayed and escalated issues are flagged and resolved.
• Draft communications on behalf of executives; including but not limited to memos, emails, and meeting agendas.
• Take meeting notes as requested or required.
• Manage all travel logistics for executives.
• Process vendor invoices for payment; coordinate timely expense reports and reconciliation.
• Provide backstop support to other EAs as needed.

Project Management & Strategic Support

• Provide project management support, including proactive support of materials management and development (PPT, memos, etc.) to busy executives.
• Support executives and senior executive assistant with board materials preparation.
• When required, act as a thought partner to executives and senior executive assistant on special projects.

Event & Retreat Planning

• Work with executives to plan and execute event and retreat agendas.
• Manage event logistics, including but not limited to reserving conference rooms, catering and refreshments and arranging for audio/visual and IT support.
• Support senior executive assistant with board meeting planning and execution, as needed.

What you will Bring

• Strong alignment with Tides’ Vision, Mission and Approach and our organizational values of respect, equity, empowerment, accountability, and creativity.
• The ideal candidate will have experience supporting multiple executives.
• Professional competency with Microsoft Suite. Familiarity with SharePoint and Salesforce is a plus.
• Excellent interpersonal and relationship management skills.
• Highly resourceful team-player approach, with the ability to be effective while working independently.
• Excellent communication skills with internal and external staff, clients, Board, and stakeholders.
• Attention to detail and dedication to accuracy and timeliness.
• The ability to handle confidential matters with diplomacy.
• Adaptability in aligning with a variety of working styles and approaches.
• Sense of humor!
• An enthusiasm for organizational and operational excellence in accelerating social change.

Ideal Experience

5 – 7 years of senior-level administrative experience.

• The ideal candidate will have at least 1-2 years of experience supporting multiple executives.

Compensation

Tides is committed to providing a competitive compensation package. We value pay equity and account for factors such as your location within the U.S., your skills and your relevant experience, and we will not ask for your salary history.

Your starting salary will fall into one of three ranges:

$54,500 – $68,100 (Most of the United States)

$59,400 – $74,300 (Chicago, Los Angeles, Washington D.C. metro areas)

$82,500 – $95,700 (New York City & San Francisco metro areas)

Please note, these metro areas are examples and not a complete list. Our Talent Acquisition team will review your application and confirm your placement within this structure with you at the beginning of the interview process.

Life at Tides

Working at Tides connects you with world-class teammates, enduring relationships, and an inspired sense of purpose – while our employee benefits support our team’s talent and well-being. Our hybrid work model supports staff who are based across the United States, in addition to maintaining our offices in New York & San Francisco.

Equal Employment Opportunity

We look forward to reviewing applications from all qualified jobseekers. We strongly encourage applications from women, people of color, and bilingual and bicultural individuals, as well as members of the LGBTQIA+ communities. No applicant will be discriminated against because of their race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, or medical condition including acquired immune deficiency syndrome (AIDS) and AIDS-related conditions. Pursuant to the San Francisco Fair Chance Ordinance, we encourage and will consider qualified applicants with arrest and conviction records. Where required by state law, we utilize E-Verify as a part of our employment authorization process.

Applicants with Disabilities

Reasonable accommodations will be made so that all who are interested may participate in our interview process. If you are in need of an accommodation, please advise in writing at the time you apply. 

Executive Assistant, Product

Remote – US

Full time

job requisition id

JR101591

The Opportunity

At Root, we’ve reimagined car insurance to make it smarter, more equitable, and a better experience for all. Using technology in smartphones, we’re able to measure driving behavior to give our customers the prices they deserve.

We’re seeking a highly organized and proactive Executive Assistant to support our Vice President of Product. This role is crucial in ensuring the smooth operation of our product department and will directly contribute to the success of our innovative insurance solutions.

As the Executive Assistant for Product, you’ll be the backbone of our product team’s operations. Your exceptional organizational skills and ability to anticipate needs will be key in managing a diverse range of administrative tasks and facilitating efficient communication across the team and broader organization.

Root is a “work where it works best” company. Meaning we will support you working in whatever location that works best for you across the US. We will continue to have our headquarters in Columbus to give more flexibility and more choice about how we live and work.

Salary Range: $74,160 – $92,700

How you will make an impact

Calendar Management

• Maintain a well-organized schedule aligned with top priorities
• Proactively manage and resolve scheduling conflicts
• Ensure appropriate allocation of focus time

Communication Management

• Prioritize and manage email correspondence
• Handle LinkedIn communications, including recruitment and networking
• Draft responses and coordinate follow-ups

Travel and Expense Management

• Coordinate all aspects of business travel
• Manage expense tracking and reconciliation
• Assist with team budget management

Vendor and Contract Support

• Facilitate vendor discovery and contracting processes
• Coordinate with procurement, legal, and infosec teams
• Assist in managing professional services utilization

Meeting Facilitation

• Manage agendas for team meetings and all-hands sessions
• Capture key content and action items
• Coordinate logistics for onsite meetings and events

Administrative Support

• Provide general administrative assistance as needed
• Maintain confidentiality in all aspects of work
• Contribute to the overall efficiency of the product team

What you will need to succeed

• 3-5 years of experience as an executive assistant, preferably in a fast-paced tech environment
• Proactive problem-solving mindset
• Ability to anticipate needs and take action without constant direction
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• Detail orientation
• Proficiency in Google suite, Microsoft Office suite and project management tools
• Ability to handle confidential information with discretion
• Bachelor’s degree preferred
• Experience with AI productivity tools preferred

Don’t meet every single requirement?

Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Root, Inc., we are dedicated to building a diverse and inclusive workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway!

Join us

At Root, we judge people based on the merit of their work, not who they are. If you are passionate about what this role entails and solving real problems, we encourage you to apply. We want to learn about you and what you can add to our team.

Who we are

We’re harnessing the power of technology to revolutionize insurance. Using machine learning and mobile telematic platforms, we’ve built one of the most innovative FinTech companies in the world. And we’re just getting started.

What draws people to Root

Our success is in large part due to our unwavering standards in hiring. We recognize that our products are only as good as the people building and promoting them. We want individuals who find solutions by going through the cycle of ideation to implementation with curiosity, rigor, and an analytical lens. Ask anyone who works here and you’ll hear similar reasons for why they joined:

Autonomy—for assertive self-starters, the opportunities to contribute are limitless.

Impact—by challenging the way it’s always been done, we solve problems that have a big impact on our business.

Collaboration—we encourage rich discussion and civil debate at every turn.

People—we are inspired by the collection of crazy-smart people around us. 

Administrative Assistant | REMOTE

Location Remote

Description

Dignari is a forward-thinking, human-centered, emerging technology and analytics company that builds solutions to transform business. We’re a woman owned company where diversity is applauded and success is celebrated.

We have an opportunity for Administrative Support on our FEMA Identity Credentialing and Access Management (ICAM) Support Services Team. This position will be remote.

Position Responsibilities:

• Monitor multiple email accounts, follow-up and respond to inquiries, requests and issues.
• Anticipate the needs and requirements of senior members of the team.
• Prioritize information for attention.
• Make travel arrangements (flights, hotel, transportation).
• Prepare meeting materials (memos, handouts, presentations).
• Coordinate conference calls, webinars and interviews.
• Work with staff to ensure they are prepared for meetings with executives before they occur.
• Facilitate internal communication and build relationships with stakeholders and external partners.
• Ensure time sensitive requests are completed on-time.
• Other duties as assigned.

Position Requirements

Position Requirements:

• US Citizenship.
• Bachelor’s degree.
• 5 years’ relevant experience.
• Possesses excellent writing, word processing and spreadsheet skills.
• Must be knowledgeable of software operations and able to verbally communicate effectively.

We believe in taking care of our employees. As a #Dignarian, you will have access to robust and competitive benefits and the flexibility to choose what works best for you. You also get all the benefits of a small company including direct access to leadership, a vibrant and personal culture and the ability for your voice to not only be heard but to make a real difference in the company’s direction.

Clearance RequirementUS Citizenship required. Must be able to pass FEMA Tier 2 background investigation.

About the OrganizationDignari is a woman-owned small business focused in delivering high-profile biometrics, identity management and analytical solutions for mission clients around the world. Our primary goal is to distinguish our clients by supporting them through the successful delivery of mission critical programs. To learn more about Dignari visit us at www.dignari.com.

In August 2021, Inc. Media announced that Dignari is one of the Inc. 5000 fastest-growing private companies in America, for the third year in a row. This esteemed award is testament to the hard work and dedication our team applies to making each and every client successful in the delivery of their mission critical programs.

Full-Time/Part-TimeFull-Time

Req NumberDIG-24-00162

EOE StatementDignari is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. 

Executive Assistant – People Operations

RemotePeople OperationsFull time

Richmond, Virginia, United States

Description

Mediavine is seeking an Executive Assistant to join our team supporting our Chief People & Culture Officer and People Operations Department.

About Mediavine

Mediavine is a fast-growing advertising management company representing over 10,000 websites in the food, lifestyle, DIY, and entertainment space. Founded by content creators, for content creators, Mediavine is a Top 20 Comscore property, exclusively reaching over 125 million monthly unique visitors. With best-in-class technology and a commitment to traffic quality and brand safety, we ensure optimal performance for our creators.

Mission & Culture

We are striving to build an inclusive and diverse team of highly talented individuals that reflect the industries we serve and the world we live in. The unique experiences and perspectives of our team members is encouraged and valued. If you are talented, driven, enjoy the pace of a start-up like environment, let’s talk!

Position Title & Overview

The Executive Assistant provides high level executive support in a one-on-one working manner. Serving as the primary liaison for internal and external contacts on all matters, the Executive Assistant organizes and coordinates scheduling, outreach, and administering special projects. You must be organized, focused and enjoy working within a fast paced, dynamic environment that is results-driven and people oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations and maintain an effective balance among multiple 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.

To be successful in this role, you are a proactive problem solver, skillful in the execution of administrative activities, an exceptional communicator with meticulous attention to detail, organization and process. The ideal candidate is focused, capable of managing dynamic priorities and has a pulse on what matters most day to day. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to our CPCO.

Essential Responsibilities

• Be a trusted partner to the CPCO, organizing current needs, anticipating potential conflicts, and handling sensitive business information as needed
• Efficiently manage a high volume calendar, handle scheduling requests, communicate changes to the team, and proactively address scheduling conflicts as they arise
• Ensure the executive’s time is aligned with their priorities through demonstrated understanding of the business, key stakeholders and necessary collaboration
• Attend meetings with or on behalf of the CPCO, prepare detailed agendas, capture meeting notes, track and communicate action items, and ensure timely follow-up to support efficient and productive meetings
• Manage the POPs team’s workspace in Notion to ensure priorities are aligned with organizational goals and that deadlines are successfully met
• Assist in the preparation of and/or response to communication needs in Slack, Notion or other platforms
• Provide administrative support in drafting and reviewing/editing documents, presentation materials, and online resources
• Proactively coordinate onsite and offsite meetings, including all aspects of the meeting as needed (travel, technology, food, vendors, etc.)
• Provide support for in person and virtual Mediavine sponsored events attended by the CPCO or otherwise as needed
• Manage all travel scheduling and arrangements, ensuring the CPCO is aware and updated on itinerary changes during travel, and prepared upon arrival
• Ensure consistent and efficient interaction with other colleagues across the company; demonstrating poise and tact under pressure handling matters with sound judgment and respect
• Provide specialized project support and additional tasks as needed
• Required travel on an as needed basis, for our annual All Hands Retreat, Team Retreats/Meetings and/or industry events/conferences (approx. 20%)
• Availability to maintain a flexible schedule to accommodate varying working hours, based on business demands

Requirements

Location: 

• Applicants must be based in the United States

You Have:

• Bachelor’s Degree in Business or related field, preferred
• 7+ years experience providing high-level administrative support to executives
• 3+ years of experience providing executive support in a remote capacity
• Current experience supporting an executive in HR/People Operations, preferred
• Strong proficiency with Google Suite and Slack, required
• Experience using Mac computers and Apple software, required
• Experience with productivity tools such as Notion, preferred
• Experience with the setting up and management of virtual meetings and tools e.g., Google Meet, Hangouts, Zoom etc
• Extensive schedule and travel management experience
• Experience providing concierge level support (remote or in person as needed) for executive travel and events
• Strong teamwork skills; and a confident ability to offer suggestions and improvements to process, working collaboratively with others as needed
• Strong relationship management skills, ability to build a personal network throughout the company and with key external contacts
• Outstanding organizational and time management skills
• Excellent verbal and written communications skills
• Experience working with discretion and confidentiality as appropriate
• Keen attention to detail and accuracy
• Availability to travel to on-site locations for team retreats, leadership meetings and the annual all hands events approximately 20% of the time

Benefits

• 100% remote
• Comprehensive benefits including Health, Dental, Vision and 401k match
• Generous paid time off
• Wellness and Home Office Perks
• Up to 12 weeks of paid Parental Leave
• Inclusive Family Forming Benefits
• Professional development opportunities
• Travel opportunities for teams, our annual All Hands retreat as well as industry events

Mediavine provides equal employment opportunities to applicants and employees. All aspects of employment will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

We strongly encourage minorities and individuals from underrepresented groups in technology to apply for this position.

At Mediavine, base salary is one part of our competitive total compensation and benefits package and is determined using a salary range.  Individual compensation varies based on job-related factors, including business needs, experience, level of responsibility and qualifications. The base salary range for this role at the time of posting is $85,000 – $95,000  USD/yr. 

Executive Assistant – Sales and Marketing

Location

Remote

Type

Full time

Department

Sales

Compensation

• Zone A: San Francisco, Los Angeles, Seattle, New York City, Boston, San Diego, Washington DC$88K – $119.9K
• Zone B: All Other US Locations$74K – $100.8K
• Zone C: All Locations in CanadaCA$74K – CA$100.8K

Wrapbook employs individuals across the United States and Canada, and the salary range spans multiple geographic zones based on market benchmark data. Your zone is dependent on where you live. (The compensation listed is not inclusive of any bonus, commission, benefits, or equity that might exist in your total compensation package.)

About Us:

Wrapbook is a smart, intuitive platform that makes production payroll and accounting easier, faster, and more secure. We provide a unified payroll platform that seamlessly connects your entire team—production, accounting, cast, and crew—all in one place. Wrapbook empowers production teams to manage projects, pay cast and crew, track expenses, and generate data-driven insights, while enabling workers to manage timecards, track pay, and onboard to new projects from any device. Wrapbook brings clarity and dependability to production payroll, while increasing the productivity of your whole team.

Trusted by companies of all sizes, Wrapbook powers payroll for some of the industry’s top production companies, including SMUGGLER, Tuff, and GhostRobot. Our growing team of 250+ people across the USA and Canada, including entertainment and technology experts from SAG-AFTRA, DGA, IATSE, Teamsters, Amazon, Microsoft, Facebook, and more. Wrapbook is backed by top-tier investors, including Jeffrey Katzenberg’s WndrCo, Andreessen Horowitz, and A* Capital. We have raised $130M and are in a strong financial position.

The Opportunity – Executive Assistant – Sales & Marketing

As the Executive Assistant to the Sales & Marketing teams, you’ll provide essential administrative support, ensuring operational excellence for the Go To Market (GTM) leadership. You will play a key role in enhancing productivity by managing calendars, organizing meetings, maintaining data accuracy, and facilitating seamless communication between teams. Your ability to streamline processes and manage high-level projects will be critical to driving success.

What You’ll Do:

• Manage the calendars and travel arrangements for Sales & Marketing executives, ensuring smooth scheduling and efficient time management.
• Organize meetings, including setting agendas, taking minutes, and tracking follow-ups to ensure timely completion of action items.
• Assist in creating and refining presentation decks for internal and external use.
• Track and report key metrics, including sales performance and marketing campaign results, ensuring leadership has actionable insights.
• Coordinate projects, meetings, and interdepartmental communications, ensuring clear accountability and timely deliverables.
• Provide administrative support for event planning, including customer-facing events and internal team-building activities.
• Assist with research and administrative tasks related to prospecting and lead generation, ensuring Sales leadership has the information they need to drive growth.
• Support social media and email marketing initiatives by coordinating content calendars, scheduling posts, and assisting with email campaigns.
• Support with holiday gifting and other direct mail administration for customers and prospects.
• Book and manage dinners, meetings, and workshops for both customers and internal GTM teams.
• Contribute to process improvement efforts by suggesting and implementing more efficient workflows for the team.

What You’ll Have:

• 2+ years of administrative experience, preferably supporting executives or teams in a sales or marketing capacity.
• Familiarity with CRM systems (Salesforce experience is a plus).
• Strong organizational skills with proven experience in calendar management and project coordination.
• Excellent communication and presentation skills, with a knack for metrics tracking and reporting.
• Proficiency in Google Workspace, particularly Sheets and Slides.
• You are highly organized and detail-oriented, excelling at managing multiple tasks simultaneously.
• You thrive in a fast-paced environment, maintaining focus while managing competing priorities.
• You’re proactive and self-sufficient, capable of taking the initiative and seeing tasks through to completion with minimal oversight.
• You’re comfortable working independently but enjoy collaborating with a team to achieve collective goals.
• You have a keen eye for detail and are adept at organizing information into easy-to-digest formats, whether through spreadsheets, presentations, or reports.
• You’re curious and eager to learn new tools and technologies that will help optimize sales and marketing operations.

Nice to Haves:

• Experience in the entertainment production industry or a related field.
• Background in event planning or coordination.
• Exposure to sales and marketing automation tools, including AI-powered platforms.

This role offers a chance to directly contribute to the success of the Sales & Marketing teams while developing your expertise in a dynamic, growth-focused environment.

Why Join Us

At Wrapbook, creativity meets technology — and not just in the product.

In addition to a competitive salary and all the benefits you can expect from a fast-growing technology company, you’ll get access to a team of creative problem solvers and the chance to see your contributions make large impacts. Benefits include:

• Unlimited Paid Time Off
• Work from anywhere in Canada and USA
• Health and Dental benefits
• Up to $1500 towards IT set up for your home
• Up to 2% matching RRSP / 401K
• Learning and Development opportunities
• Up to $50 USD/ $66.50 CAD towards Internet/Cell phone service

Our Pledge to Fostering an Inclusive and Safe Workplace:

Wrapbook pledges to be a harassment- and discrimination-free space for everyone, regardless of age, disability, ethnicity, gender identity or expression, nationality, neurotype, personal appearance, political affiliation, professional background, race, religion, or sexual identity or orientation. 

Executive Assistant to the CEO

Remote (United States)

Our Company:

At Cerebral, we’re on a mission to democratize access to high-quality mental health care for all. We believe that everyone everywhere deserves to get the care they need, and are striving to make care convenient and accessible, while tackling the stigmas that surround mental illness.

Since launching in January of 2020, Cerebral has scaled to provide mental health services to more than 700,000 people in all fifty US states. With support from investors like SoftBank, Silver Lake, Access Industries, Bill Ackman, WestCap, and others, and impactful leaders like you, we’ll continue to democratize mental health care and double down on clinical quality and deliver exceptional client outcomes for years to come. With a heavy focus on clinical quality and safety in all that we do, we’ve accomplished excellent outcomes for hundreds of thousands of clients:

• 82% of clients report an improvement in their anxiety symptoms after using Cerebral.
• 75% of clients who report improvement in their depression see improvement within 60 days.
• 50% of clients who initially report suicidal ideation no longer harbor suicidal thoughts after treatment with Cerebral.

This is just the beginning for Cerebral, and we won’t stop building, growing, and iterating until everyone, everywhere can access high-quality, evidence-based mental health care without high costs and/or long wait times. We’re looking for mission-driven leaders who share these values, and we need your help as we transform access to high-quality mental health care in the United States and beyond.

The Role:

Cerebral is seeking an Executive Assistant to support the CEO of a rapidly growing mental healthcare startup. This is an ideal opportunity to work alongside and learn from individuals who lead all facets of a rapidly growing business, by primarily providing support to our CEO. In this role, you’ll handle a wide range of administrative support tasks, while juggling diverse responsibilities and projects, and you’ll be heavily involved in ad hoc projects and calendaring. We are looking for someone who thrives in a constantly changing environment and is incredibly mission-driven towards increasing access to high quality, long term mental health care. This role is 100% remote.

Who you are:

• 3+ years of experience in a fast-paced administrative role.
• Experience with research projects and documentation to inform strategic decisions.
• Ability to calmly work under pressure and meet deadlines.
• Detail-oriented self-starter who can anticipate needs and propose/execute solutions.
• Strong communication skills with the ability to interface with team members at all levels.
• Extreme attention to detail and excellent at using organizational systems.
• Experience in managing multiple tasks and projects independently with minimal supervision.
• A quick learner who is hungry to take on new challenges.
• A professional, flexible, and approachable demeanor.
• Advanced proficiency with Google Suite and the ability to quickly learn new technology.
• Ability to enthusiastically work within constantly changing priorities.
• Good judgment and the ability to make timely and sound decisions.

How your skills and passion will come to life at Cerebral:

• Proactively provide high-quality support to the CEO and the executive team.
• Stay current on all projects and commitments of the CEO, anticipating needs and assisting accordingly.
• Maintain and manage the CEO’s complex calendar to maximize the CEO’s time, including travel arrangements and internal/external meetings.
• Manage scheduling of Board meetings and sending of monthly investor emails.
• Ensure the CEO is up-to-date on critical issues for the day.
• Act as a liaison, solution-oriented problem solver, and prioritize as the first point of contact for requests made of the CEO.
• Manage special projects and research projects as assigned, with clear documentation synthesis, and recommendations..
• Create, organize and maintain team mailing lists, folders, drives.
• Attend team meetings and track action items, assist with day-to-day projects, help build and improve processes and systems.
• Build efficiency and effective responsiveness into existing operations, and help define new operational strategies.
• Periodically provide light personal administrative support to the CEO.

What we offer:

• Mission-driven impact:
• Shape the future of the #1 largest and fastest growing online mental health care company in the world
• Build a platform that is improving the lives and well-being of hundreds of thousands of people (and counting)
• Join a community of high achievers who have a passion for promoting mental health
• Path to develop & grow:
• Bi-annual performance reviews & opportunities for promotions – as Cerebral grows, so should you. We build your goals together and forge a career path that is right for you
• Remote-first model: Work virtually from anywhere in the US
• Competitive compensation & benefits:
• Total compensation includes annual bonus and equity / stock options
• Medical, Dental, Vision, Life Insurance, HSA, Flexible Spending Accounts and 401(k)
• Unlimited PTO – we encourage taking the time you need to relax and recharge
• Wellness perks including monthly mental health days off (12 per year) in addition to holidays, and “No Meeting Wednesdays”
• Up to $200 reimbursement for any equipment purchased to support your work-from-home environment (video camera, ring light, headset, etc.)
• Access to free Cerebral therapy services (up to 7 sessions per year)
• Medical travel expense health reimbursement arrangement
• Paid parental leave after 3 months
• Culture & connectivity:
• Monthly peer-to-peer recognition allowance via Bonusly allows team members to reward one another for values-aligned contributions
• Employee Resource Groups that bring team members together in a safe space to connect with one another and advance a respectful and inclusive company culture
• Virtual social events enable us to build a sense of community and connect on a more personal level
• Optional in-person local meetups for major hub cities

Who we are (our company values):

• Client-first Focus – relentless focus on advancing the quality of care, clinical experience, and patient safety
• Ethics & Integrity – do what is right and demonstrate ethical principles, even when no one is watching
• Commitment – accountable for fully delivering on commitments to our clients and each other
• Impact & Quality – make a positive impact and deliver high quality outcomes, based on data and evidence
• Empathy – act compassionately, listen to seek understanding, and cultivate psychological safety with clients and colleagues
• Collaboration – achieve our goals together as a united team, strengthened by mutual openness, trust, and diversity of thought
• Thoughtful Innovation – continuously evolve our ability to deliver on our mission, prioritizing long-term, strategic bets over short-term gains

Cerebral is committed to bringing together humans from different backgrounds and perspectives, providing employees with a safe and welcoming work environment free of discrimination and harassment. As an equal opportunity employer, we prohibit any unlawful discrimination against a job applicant on the basis of their race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, family or parental status, disability, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate. We respect the laws enforced by the EEOC and are dedicated to going above and beyond in fostering diversity across our workplace.

Cerebral, Inc. is a management services organization that provides health information technology, information management system, and non-clinical administrative support services for various medical practices, including Cerebral Medical Group, PA and its affiliated practices (CMG), who are solely responsible for providing and overseeing all clinical matters. Cerebral, Inc. does not provide healthcare services, employ any healthcare provider, own any medical practice (including CMG), or control or attempt to control any provider or the provision of any healthcare service. “Cerebral” is the brand name commonly used by Cerebral, Inc. and CMG. 

Executive Assistant, GBO

San Francisco, CA • New York, NY • United States

Figma is growing our team of passionate people on a mission to make design accessible to all. Born on the Web, Figma helps entire product teams brainstorm, design and build better products — from start to finish. Whether it’s consolidating tools, simplifying workflows, or collaborating across teams and time zones, Figma makes the design process faster, more efficient, and fun while keeping everyone on the same page. From great products to long-lasting companies, we believe that nothing great is made alone—come make with us!

As an Executive Assistant to the Global Business Operations organization, you’ll be responsible for keeping the leadership team organized and helping them focus on scaling their teams and processes. In this role, you’ll be directly supporting multiple Senior Directors and VP’s to strategically manage day-to-day administrative and operational needs. Their functions include Accounting, Business Development, Business Operations, Corporate Development and Strategic Finance. You’ll work closely with our broader administrative team and cross-functionally with stakeholders across Figma. The role requires someone who is a great communicator, highly organized, and adaptable.

This is a full time role that can be held from one of our US hubs or remotely in the United States.

What you’ll do at Figma:

• Manage leadership calendars, meetings, business travel arrangements and expenses
• Organize in-person team offsites, including working with external venues and internal stakeholders
• Identify opportunities for process optimization throughout team and company processes
• Ad hoc project management

We’d love to hear from you if you have:

• 3+ years of experience in an administrative or support role
• Supported multiple executives and teams of 50+ people
• Experience working in a fast-paced environment and can adapt quickly to changing demands
• Demonstrated ability in prioritization and seeing around corners
• Demonstrated ability of being trustworthy, reliable and will maintain strictest confidentiality
• Stellar communication skills and can connect with a wide range of internal and external stakeholders in person, virtually, and over email
• Demonstrated ability in fostering inclusivity

While not required, it’s an added plus if you also have:

• An affinity for Figma and an interest in becoming an expert in our product
• Previous experience supporting finance or operational teams

At Figma, one of our values is Grow as you go. We believe in hiring smart, curious people who are excited to learn and develop their skills. If you’re excited about this role but your past experience doesn’t align perfectly with the points outlined in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

Pay Transparency Disclosure

If based in Figma’s San Francisco or New York hub offices, this role has the annual base salary range stated below.

Job level and actual compensation will be decided based on factors including, but not limited to, individual qualifications objectively assessed during the interview process (including skills and prior relevant experience, potential impact, and scope of role), market demands, and specific work location. The listed range is a guideline, and the range for this role may be modified. For roles that are available to be filled remotely, the pay range is localized according to employee work location by a factor of between 80% and 100% of range. Please discuss your specific work location with your recruiter for more information.

Figma offers equity to employees, as well a competitive package of additional benefits, including health, dental & vision, retirement with company contribution, parental leave & reproductive or family planning support, mental health & wellness benefits, generous PTO, company recharge days, a learning & development stipend, a work from home stipend, and cell phone reimbursement. Figma also offers sales incentive pay for most sales roles. Figma’s compensation and benefits are subject to change and may be modified in the future. You may view our Pay Transparency Policy by clicking on the corresponding link.

Annual Base Salary Range (SF/NY Hub):

$122,000 – $215,000 USD

At Figma we celebrate and support our differences. We know employing a team rich in diverse thoughts, experiences, and opinions allows our employees, our product and our community to flourish. Figma is an equal opportunity workplace – we are dedicated to equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity/expression, veteran status, or any other characteristic protected by law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.

We will work to ensure individuals with disabilities are provided reasonable accommodation to apply for a role, participate in the interview process, perform essential job functions, and receive other benefits and privileges of employment. If you require accommodation, please reach out to accommodations-ext@figma.com. These modifications enable an individual with a disability to have an equal opportunity not only to get a job, but successfully perform their job tasks to the same extent as people without disabilities.

Examples of accommodations include but are not limited to:

• Holding interviews in an accessible location
• Enabling closed captioning on video conferencing
• Ensuring all written communication be compatible with screen readers
• Changing the mode or format of interviews

By applying for this job, the candidate acknowledges and agrees that any personal data contained in their application or supporting materials will be processed in accordance with the applicable candidate section of Figma’s Privacy Policy. 

Executive Administrative Assistant, UAGC (Remote)

locations

Remote

Full time

The Executive Administrative Assistant position is a full-time employment opportunity. Reporting to the President’s Office Manager and supporting multiple executives at the University of Arizona Global Campus, the Executive Assistant will have regular interaction with multiple departments and or outside agencies for the University of Arizona Global Campus and its subsidiaries. The job will work with a team of Executive Assistants to provide day to day support of the executive(s) and the Office of the President in a fast-paced corporate environment including, but not limited to, drafting and developing communications; creation and preparation of meeting materials including agendas and meeting minutes, among others; creating and preparing meeting materials for committee meetings and transmitting to team members; administering heavy calendaring and travel; assisting in preparing communication within the company as well as among other entities and individuals; coordinating and managing events such as large department meetings, board of directors meetings and team retreats; and working on delegated matters requiring discretion and independent judgment.

Duties & Responsibilities:

• Work independently and have the ability to complete a high volume of tasks and projects.
• Customarily and regularly exercise discretion and independent judgment in performing job duties as they relate to outside entities or agencies.
• Work as a team player in a responsive and helpful manner.
• Make decisions and take effective action to resolve problems that affect people within the organization.
• Perform job duties with a high level of integrity and confidentiality on a day to day basis regarding all matters of the company including matters involving executives, agencies/entities and board members inside and outside the company.
• Ability to organize time, manage diverse projects and meet critical deadlines.
• Independently field questions and concerns from individuals within the company and outside companies/agencies/entities and if necessary, direct the questions or concerns to the appropriate individual at the company.
• Independently drafting and developing communications for use internally and externally.
• Creating and preparing meeting materials for committee meetings and transmitting to team members.
• Administering heavy calendaring, travel, and expense submissions for the executive(s) assigned to support.
• Perform job duties with a high level of integrity and confidentiality on a day to day basis regarding all matters of the company including matters inside and outside the company.
• Take minutes as required, prepares agendas and supporting documents, and completes tasks assigned related to various meetings, such as developing memos, communication and correspondence; identifying meeting participants; collect, prepare, and distribute appropriate briefing materials for all meetings chaired by executive(s) assigned to support.
• Work collaboratively with the team of Executive Assistants to ensure day to day operations of the Office of the President is met and provide backup when needed.
• Strong organizational and administrative skills with a high level of attention to detail.
• Database management and ability to produce reports and use advanced functions.
• Work nights and weekends as needed.

Knowledge, Skills, and Abilities:

• Experience managing and coordinating the schedule and travel for an executive or senior management level employee.
• Possess strong written and oral communication skills.
• Expert working knowledge of MS Office: Office 365, Outlook, Word, Excel, and PowerPoint.
• Must be able to use sound judgment and tact when dealing with board members and public.
• Ability to work under pressure in a fast-paced environment and deal with transitions.
• Excellent communication, interpersonal and organizational skills.
• Possess emotional intelligence including a high level of self-awareness, awareness of others, and awareness of institutional culture.
• Demonstrated effective critical thinking, independent judgment and decision-making skills.
• Proven ability to multi-task and support on various levels.
• Must be professional with the ability to be discreet with sensitive and highly confidential information.
• Possess integrity, trust, common sense, and problem-solving abilities.
• Self-starter, independent and meticulous with strong follow up skills.
• Pro-active, anticipate the needs of the office, takes initiative, prioritizes work and delivers results.

Minimum Qualifications:

• Bachelor’s degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience required.

Preferred Qualifications:

• 5 years related work experience in an administrative support role in the corporate setting preferred.
• Working knowledge of Concur, Workday, Serengeti Tracker, and ADP a bonus.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

Rate of Pay: $28.56 – $35.70

Compensation Type: Hourly at 1.0 full-time equivalence (FTE)

Grade: 8

Compensation Guidance:

The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting.The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.

The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Grade Range Minimum: $28.56

Grade Range Midpoint: $35.70

Grade Range Maximum: $42.83

Career Stream and Level: PC2

Job Family: Administrative Support

Job Function: Organizational Administration 

Title: Administrative Assistant

Location: Fort Wayne United States

Job Description:

Maximus is excited to offer an excellent opportunity for an Administrative Assistant to join our Indiana Fatherhood Project team. This role is essential to supporting our mission of empowering fathers and strengthening families across Indiana.

This is a full-time fully remote position. The ideal candidate must live in the state of Indiana.

Why Join Maximus?

– Competitive Compensation – Quarterly bonuses based on performance included!

– Comprehensive Insurance Coverage – Choose from various plans, including Medical, Dental, Vision, Prescription, and partially funded HSA. Additionally, enjoy Life insurance benefits and discounts on Auto, Home, Renter’s, and Pet insurance.

– Future Planning – Prepare for retirement with our 401K Retirement Savings plan and Company Matching.

– Paid Time Off Package – Enjoy PTO, Holidays, and sick leave,

– Holistic Wellness Support – Access resources for physical, emotional, and financial wellness through our Employee Assistance Program (EAP).

– Recognition Platform – Acknowledge and appreciate outstanding employee contributions.

– Diversity, Equity, and Inclusion Initiatives – Join a workplace committed to fostering diversity and inclusion.

– Tuition Reimbursement – Invest in your ongoing education and development.

– Employee Perks and Discounts – Additional benefits and discounts exclusively for employees.

– Maximus Wellness Program and Resources – Access a range of wellness programs and resources tailored to your needs.

– Professional Development Opportunities- Participate in training programs, workshops, and conferences.

Essential Duties and Responsibilities

– Answer phones at front desk in a professional manner.

– Greet guests and visitors ensuring each visitor has proper ID/badge and signs visitor log.

– Adhere to security policy for guests and visitors entering the building and maintain visitor log.

– Assist as backup when needed in mailroom.

– Assist other business units/departments on special projects as requested.

Minimum Requirements

– High School diploma, GED, or equivalent.

– 0-2 years of experience required.

– Strong organizational skills with the ability to manage multiple tasks efficiently

– Excellent communication and interpersonal skills

– Ability to work independently and as part of a team

– Residency in the state of Indiana, is required

Home office requirements:

– Reliable high-speed internet service

– Minimum 20 Mpbs download speeds/50 Mpbs for shared internet connectivity

– Minimum 5 Mpbs upload speeds

#HumanServices #LI-Remote

EEO Statement

Active military service members, their spouses, and veteran candidates often embody the core competencies Maximus deems essential, and bring a resiliency and dependability that greatly enhances our workforce. We recognize your unique skills and experiences, and want to provide you with a career path that allows you to continue making a difference for our country. We’re proud of our connections to organizations dedicated to serving veterans and their families. If you are transitioning from military to civilian life, have prior service, are a retired veteran or a member of the National Guard or Reserves, or a spouse of an active military service member, we have challenging and rewarding career opportunities available for you. A committed and diverse workforce is our most important resource. Maximus is an Affirmative Action/Equal Opportunity Employer. Maximus provides equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disabled status.

Pay Transparency

Maximus compensation is based on various factors including but not limited to job location, a candidate’s education, training, experience, expected quality and quantity of work, required travel (if any), external market and internal value analysis including seniority and merit systems, as well as internal pay alignment. Annual salary is just one component of Maximus’s total compensation package. Other rewards may include short- and long-term incentives as well as program-specific awards. Additionally, Maximus provides a variety of benefits to employees, including health insurance coverage, life and disability insurance, a retirement savings plan, paid holidays and paid time off. Compensation ranges may differ based on contract value but will be commensurate with job duties and relevant work experience. An applicant’s salary history will not be used in determining compensation. Maximus will comply with regulatory minimum wage rates and exempt salary thresholds in all instances.

Hourly Base Pay Minimum for this Position

$ 16.35

Hourly Base Pay Maximum for this Position

$ 16.35 

Title: Executive Assistant

Location: United States

Job Description:

The primary responsibility of this role will be to ensure the smooth and efficient administrative support to the CEO of GE Healthcare’s Women’s Health and Xray Business. Responsibilities will be broad and all-encompassing while providing meaningful work and growth across a global $1.2+billion revenue WHXR business with ~800 employees spanning multiple countries.

Job Description

Roles and Responsibilities:

• Support CEO of Women’s Health and Xray Business in all related administrative tasks, and the business operating mechanisms (bi-weekly, monthly and quarterly staff meetings, etc). Produce correspondence, presentations, meeting agendas, and emails. Handle highly confidential and sensitive information. Provide calendar, meeting, and conference management.
• Effective and efficient partnership with the Executive staff administrators, leading multi-faceting meeting coordination & planning, and other support as needed.
• Coordinate complex travel arrangements. Process monthly corporate card and cash expenses
• Support teams by training or supporting others on technology, tools, or systems used in their everyday working practices.
• Support key projects/initiatives roll outs within WHXR as well as broader Imaging segment
• Provide general office administrative services and support. This includes, but is not limited to, processing of invoices, supporting the onboarding of new employees/contingent workers, answering questions re: central sites, internal processes, and e-tools, assisting with international and domestic shipping, initiating IT support requests and liaising with facilities management.
• Proactively resolve scheduling conflicts as they arise
• Assist with communications related activities such as maintaining relevant distribution lists, producing email correspondence, presentations, meeting agendas, new hire and organization change announcements.
• Assist with organizing team building activities and help make the office place a positive/enjoyable experience.

Required Qualifications

• Associate degree or equivalent and 3 years of executive administrative experience working in a corporate environment or 5 years or more of administrative experience working in a corporate environment at a senior executive level.
• Strong demonstrated writing skills, articulating complex ideas in an easy-to-understand manner.
• Positive personality that enjoys their position, is a good cultural fit for the team, and quickly seen as a “go-to” person that knows how to get things done…and has fun doing it.
• Experience at an advanced level using Microsoft Office applications as well as use of the internet and web applications (i.e. ability to draft correspondence and create PowerPoint presentations for leadership team); basic level of Excel application to create charts, diagrams and tables of data; Concur; Oracle/SAP (a plus).
• Strong attention to detail with a keen eye to anticipate concerns/make recommendations while delivering to deadlines.
• Strong independent critical thinking skills with the ability to be resourceful and propose solutions and connect with others in the business proactively to achieve optimal results.
• Excellent interpersonal, verbal and written communications skills including strong grammatical skills. Ability to effectively interface with senior management and high-profile customers.
• Extremely well organized, with high attention to detail, yet able to multi-task and remain calm in a fast-paced environment of changing priorities.
• Self-Starter, proactive, able to exercise independent judgment with minimal direction. Demonstrated ability to grasp new concepts and think quickly.
• Ability to think clearly and work through ambiguous problems. Possessing the personal drive and commitment to implement innovative solutions.
• Team player and strong relationship builder capable of working within a cross-functional and globally diverse teams across different time zones. Can do attitude and willingness to help those outside of direct clients.

GE will only employ those who are legally authorized to work in the United States for this opening.

Desired Characteristics

• Associate degree OR at least five years’ experience working in administration, office management, or related field in a corporate or professional global business environment.
• Excellent administrative and interpersonal skills, with ability and confidence to effectively interface with senior management and high-profile clients.
• Professional approach, good judgment, creative problem solver. Possessing the personal drive and commitment to implement innovative solutions.
• Experience with Global travel arrangement coordination for executives. Passports, Visa requirements, etc. Personal or business global travel experience is a plus.
• A self-starter able to work on own initiative and well in a team environment.
• Professional interest to learn, grow in your role with aspirations for career advancement.
• Location: Waukesha GE Healthcare campus in person. Flexible schedule with work from home options

Additional Information

GE HealthCare offers a great work environment, professional development, challenging careers, and competitive compensation. GE HealthCare is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected by law.

GE HealthCare will only employ those who are legally authorized to work in the United States for this opening. Any offer of employment is conditioned upon the successful completion of a drug screen (as applicable).

While GE HealthCare does not currently require U.S. employees to be vaccinated against COVID-19, some GE HealthCare customers have vaccination mandates that may apply to certain GE HealthCare employees.

Relocation Assistance Provided: No 

Title: Executive Assistant (Remote)

Location: US

• United States – Remote (within location)
• Full-Time

Job Description:

• Executive Assistant

Our client is a dynamic, boutique wealth management firm that is looking to add an experienced Executive Assistant to support the Founder. The firm’s mission is to educate the community about all things financial and empower them to live their best lives. They design a personalized plan and help clients execute it, by safely navigating their financial journey and having meaningful adventures along the way.

The firm provides comprehensive financial planning, education funding strategies, holistic wealth management, retirement planning, and risk management and is equipped to handle fee-based financial planning, fee-based investment advisory solutions, as needed.

Responsibilities include but are not limited to:

• Calendar management for the Founder to include:
• Contact clients to schedule and confirm appointments
• Schedule & re-schedule meetings as needed
• Prioritization & ability to efficiently operate in a fast-paced environment
• Protect time as needed
• CRM management
• Input client information into the system and updating across all platforms as needed
• Manage travel arrangements as needed
• Prepare marketing lists for the Founder/team
• Update and manage master client list
• Manage special projects such as client birthdays, specific events, etc.
• Plan and execute client events when needed
• Enhance the organization of the team and find efficiencies for the Founder
• Email existing or new clients for meetings using a structured template and system
• Contact clients to confirm receipt of forms or request return of completed form and maintain current client information
• Handle case notes, process correspondence and maintain client case files
• File new statements, account forms and other insurance/investment-related materials

Requirements

• Minimum of 3 years of E.A./administrative experience in financial services
• Ability to work with a fast-paced, dynamic team
• Extremely high attention to detail
• Ability to communicate clearly and effectively
• Excellent verbal and written communication skills
• Strong time management and prioritization skills
• Accuracy and care for legal documents and confidentiality of clients
• Appreciation for a compliance-rich environment

Compensation

• $75K – $95K base salary + bonus opportunity
• Full benefits including medical insurance, dental insurance, vision insurance, life insurance, short term and long term disability insurance, 401K with 3% match, employer funded HSA, paid holidays and PTO.