Title: Executive Assistant

Location: US National

• Full-Time
• Remote – Nation Wide

Job Details

CivicPlus provides SaaS products to help local governments positively engage with their community members. We’re eight products strong and growing.

The Executive Assistant is responsible for providing high-level administrative support to various members of the Executive Leadership Team (ELT) by managing appointments & calendar scheduling, preparing reports, handling information requests, and coordinating travel for staff and visitors.

About that role:

• Manages calendar, schedules appointments and conference calls, determines availability of ELT member and independently resolves schedule conflicts
• Coordinates end-to-end travel arrangements and takes initiative to arrange the most efficient itinerary, secure reservations, prepare expense reports, and maintain receipts and records
• Conserves ELT member’s time by preparing correspondences, reports/presentations, and assist with planning, research and other assignments for both internal and external audiences as requested
• Collaborate with other administrative staff to provide streamlined and efficient support to the full ELT, well-developed and engaging company meetings and events, and office management support as needed
• Handles confidential documents and correspondence with the utmost trust and discretion
• Performs other duties as assigned

Experience & Skills we value: *

• Bachelor’s Degree and/or comparable experience ( Likely, 2 years of administrative experience)
• Ability to think at a high-level with demonstrated ability to make recommendations and use independent judgment
• Attention to detail and savvy to respond to changing priorities and competing deadlines to ensure accuracy and high quality standards
• Ability to manage multiple tasks at any given time, project management skills a plus
• Strong ability to organize, plan, and prioritize work
• Ability to work effectively within a team
• Ability to interact with employees and leaders on sensitive subjects and appropriately disagree and/or challenge a situation.

CivicPlus recognizes and trusts that you know how you work best. You choose whether to work remotely or from one of our offices in KS, OR, FL, MA, or CT (per local health safety guidance). 

Executive Assistant

Job Locations US-Remote | US-GA-Atlanta | US-TX-Austin

Requisition ID

2022-2185

Category (Portal Searching)

General & Administrative

Telecommute (check YES if Hybrid or Fully Remote)

No

Overview

Are you a passionate innovator looking to harness the power of technology to do more good? You’ve come to the right place. At Bonterra, our purpose is to power those who power social impact. To that end, we serve the people who make social good possiblethe doers behind the scenes across nonprofits, public agencies, corporations, philanthropic organizations, and foundations.

As the second-largest and fastest-growing social good software company in the world, Bonterra brings together leading solutions from CyberGrants, EveryAction, Network for Good, Social Solutions, and their respective entities. By bringing our intuitive technology and expertise together, Bonterra will enable unprecedented connectivity between social good organizations and their community of supporters and constituents. This will reshape philanthropic giving, empower digital transformation, and bring the social good sector the technology it needs to accelerate lasting social change.

We are currently operating as a remote workforce and have equipped our teams with the technology to stay connected to each other and our customers.

Responsibilities & Requirements

Do you consider yourself to be energetic, creative, and motivated? Do you pride yourself on your organizational skills? Are you interested in playing a key role in the day to day lives of members of Bonterra’s Executive Team? If so, keep reading!

What You’ll Do

• Manage day-to-day calendars, large meetings & events of the Chief Operating Officer, Chief People Officer and Chief Product Officer
• Organize and maintain files and records
• Coordinate meetings, events, and travel for executives supported and, when necessary, members of their team; ensure supported executives are prepared with all materials and information for meetings, events, and travel
• Compile materials for reports and/or presentations
• Generate reports in Excel and Power Point
• Prepare expense reports
• Set up appointments and manage executive calendars
• Ad hoc projects as needed

Requirements

• Minimum 4 years proven experience supporting multiple senior level executives (VP level and above) within a fast-paced environment
• Strong sense of urgency, adaptability, flexibility and resourcefulness
• The ability to inspire calmness while managing multiple concurrent projects and deadlines
• Strong communication, organizational and computer skills
• Strong project management skills, having managed and successfully completed diverse projects on-time and on-budget
• Proven competencies in software applications and programs, particularly Microsoft Office, including Excel, Word, Power Point, and Outlook
• Must possess personal tact, discretion and good judgment, as well as excellent interpersonal, written and verbal communication skills
• Occasional after hours work is necessary

Skills

• Time management and ability to meet deadlines
• Strong verbal and written communication skills
• Strong organizational skills and ability to multitask
• Problem-solving and decision making
• Proactivity and self-direction
• Interpersonal skills

About Us

Our Culture:

Our team is made up of industry experts and advocates who are 100% committed to supporting the doers of social good. We are currently undergoing an effort to create the vision and values that embody our collective organization and embrace the individuals who make up our community.

Some of our comprehensive and competitive benefits include:

• Generous PTO policy
• Equity for ALL regular, full-time employees from individual contributors to management share in our success!
• Up to 15 paid company holidays including some commemorating social justice events and self-care
• Paid volunteer time
• Resources for savings and investments
• Paid parental leave
• Health, vision, dental, and life insurance with additional access to health and wellness programs.
• Opportunities to learn, develop, network, and connect
• When we can company-sponsored events and swag!! 

Temporary Full-Time Tax Administrative Assistant

Job Locations US-Open to Location

Job ID 2022-5441

Category

Tax

TEAM UP WITH US!

The Temporary Full-Time Tax Administrative Assistant provides support to the Tax Department by assisting in the day-to-day coordination of their departments’ activities including, but not limited to administrative duties. This role reports directly to the Tax Administrative Manager.

DO YOU HAVE WHAT IT TAKES?

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

• Participate in the tax department workflow procedures (tax return processing – assembly, e-files, extensions, scanning, UPS, FedEx, mail, tax organizers, Fresh Desk, etc.), including special projects as assigned by the Supervisor, Manager, or Director of Administration
• Provide timely and courteous “client” support on behalf of the Partners and employees regarding questions or requests
• Answer routine telephone and email inquiries
• Process tax engagement letters
• Process new client set-ups
• Assist with duties such as kitchen clean up, lunch and dinner ordering during busy season, scheduling meetings, office/tax supply ordering and restocking
• XCM printing and updating of due date lists
• Perform related work as required or as delegated by Partners, Managers or Supervisors
• All administrative duties within the tax department and/or other departments as needed (reception coverage, snack replenishment, mail sorting/distribution, etc.)

BUT WAIT… THERE’S MORE!

• Education equivalent to completion of the 12th grade
• General administrative or office experience is desirable
• Computer literacy and ability to swiftly learn new software and adapt to ongoing changes in processes and software
• Proficient in intermediate Microsoft Office software including Word, Excel and Outlook
• Thorough knowledge of the English language, skill in composition, spelling and punctuation

Now, the fine print…

AAP/EEO Statement

Armanino LLP provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Armanino LLP complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Armanino LLP expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Armanino LLP’s employees to perform their job duties may result in discipline up to and including discharge.

#LI-JP1 

Senior Administrative Assistant

Remote-USA

Full time

P740586

About the team

The Senior Administrative Assistant position is a great opportunity to work across the business, supporting the VP, Research & Insights and 2 Sr. Directors of Research & Insights and Experience Design teams. We are looking for a highly organized, dynamic, and flexible great teammate who enjoys a fast-paced environment.

About the role

Successful candidates will possess the ability to multitask, make sensible and timely decisions with limited guidance, have strong attention to detail, and react with appropriate levels of urgency to situations and events that require quick response or turnaround. They will be self-motivated with a strong sense of initiative, possess the ability to anticipate needs, and be a driving force in keeping the leaders and teams organized. They will have experience supporting executives located in different time zones and is comfortable working in a different location than their teammates.

The ideal candidate will also have exceptional verbal and written communication skills and the ability to switch gears at a moment’s notice. High levels of integrity and discretion in handling confidential information is a requirement and a high degree of professionalism in dealing with senior professionals inside and outside the company is required.

This role has been categorized as a Remote position. “Remote” employees do not have a permanent corporate office workplace and, instead, work from a physical location of their choice which must be identified to the Company. Employees may live in any of the 50 US States, with limited exceptions. In certain cases, an employee in a remote-designated job may need to live in a specific region or time zone to support customers or clients as part of their role.

In Colorado, Connecticut, Nevada and New York City the standard base pay range for this role is $33.50 – $53.50 Hourly. This base pay range is specific to Colorado, Connecticut, Nevada and New York City and may not be applicable to other locations.

In addition to a competitive base salary this position is also eligible for equity awards based on factors such as experience, performance and location. Actual amounts will vary depending on experience, performance and location.

Who you are

• Manages complex schedules & calendaring for multiple leaders based in different time zones
• Effectively prioritize numerous requests and incoming information, ensuring appropriate level of urgency is given to each
• Partners with VP & Sr. Directors as well as other senior leaders and assistants to ensure schedules align with priorities
• Coordinates travel arrangements
• Prepares and submits expense reports
• Assists in meeting planning and any preparation work needed, i.e., logistics, drafting agendas, compiling presentation slides, and broader communication
• Coordinates details of major departmental meetings and/or events; team and morale event planning
• Miscellaneous responsibilities such as ordering and coordinating or setting up food and beverages for larger group/team meetings
• Assists with filing, research, and other administrative duties as needed
• Maintains effective relationships and communications across all departments
• Responsible for small to medium sized projects and possibly programs

Who you are

• Minimum 4 years of experience supporting multiple executives simultaneously in a high tech and/or start-up environment
• Comfortable with ambiguity; ability to exercise quick and accurate judgment and maintain confidentiality
• Effective and proactive problem-solver, analyzing all situations thoroughly in order to anticipate problems before they arise
• Enjoy creating and implementing processes & systems to improve efficiencies and communication for executives supported and the broader team
• Ability to multitask, work independently, set priorities, and work under pressure to meet changing deadlines while maintaining quality
• Doesn’t mind last minute changes and can respond to needs quickly without getting frazzled
• Strong attention to detail and excellent organization skills
• Excellent verbal and written communication skills, easygoing attitude, and ability to work well with different personalities
• Advanced knowledge of Microsoft Office (Outlook, Excel, PowerPoint, and Word), and G Suite (Sheets, Docs, Forms, Slides)
• Must be readily accessible and be able to maximize technology to gain efficiencies with asynchronous work
• Flexibility to work around leaders’ schedules highly desired
• Available at minimum between the hours of 9am – 4pm PDT

Get to know us

Zillow is reimagining real estate to make it easier to unlock life’s next chapter.

As the most-visited real estate website in the United States, Zillow® and its affiliates help movers find and win their home through digital solutions, first class partners, and easier buying, selling, financing and renting experiences. Millions of people visit Zillow Group sites every month to start their home search, and now they can rely on Zillow to help make it easier to move. The work we do is helping people move from dreaming to transacting — and no matter what job you’re in, you will play a critical role in making this vision a reality.

Our efforts to streamline the real estate transaction are supported by a deep-rooted culture of innovation, our passion to redefine the employee experience, a fundamental commitment to Equity and Belonging, and world-class benefits. We’re also setting the standard for work experiences of the future, where our employees are supported in doing their best work and living a flexible, well-balanced life. But don’t just take our word for it. Read recent reviews on Glassdoor and recent recognition from multiple organizations, including: the 100 Best Companies to Work For in 2022 list, Glassdoor Employees’ Choice Award, honoring the Best Places to Work in 2022, Bloomberg Gender-Equality Index 2022, Human Rights Campaign (HRC) Corporate Equity Index and Best Place to Work for LGBTQ Equality 2022, and TIME 100 Most Influential Companies list.

Zillow Group is an equal opportunity employer committed to fostering an inclusive, innovative environment with the best employees. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. If you have a disability or special need that requires accommodation, please contact us at RecruitingAccessibility@zillowgroup.com.

Applicants who receive job offers from Zillow Group will be asked to sign a Proprietary Rights Agreement which includes confidentiality, intellectual property assignment, customer and employee non-solicitation, and non-competition provisions. If you are contacted for a role at Zillow Group and wish to review a copy of the Proprietary Rights Agreement prior to receiving an offer, you may request a copy from your Recruiter. 

Career Opportunities: Executive Assistant (8557)

Requisition ID 8557 – Management – Finance – US – Remote – City (33)

Job Description

Bausch Health is a global company that develops, manufactures and markets a differentiated product portfolio across multiple high-growth therapeutic areas including Gastroenterology, Generics, Neurology, Ortho Dermatologics and Dentistry. We are delivering on our commitments as we build an innovative company dedicated to advancing global health. Each day, Bausch Health products are used by over 150 million people around the world.

Our approximately 7,000 employees are united around our mission of improving people’s lives with our health care products.

The Executive Assistant will support the SVP Investor Relations and Corporate Communications as we build a brand new team at Bausch Health.

Key responsibilities:

• Maintain schedule/calendar of key activities for groups for reporting and business critical dates and prioritize as needs change
• Coordinate logistics for quarter earnings conference calls, investor meetings and global employee town halls
• Coordinate cross-functional planning and review meetings related to key communication initiatives
• Collaborate with external corporate access teams in planning investor conferences and roadshows, both in person and virtual
• Maintain calendar of upcoming conferences, trade shows and relevant corporate events and assist in planning communication/ IR events on a rolling 12-month basis
• Coordinate, arrange domestic and international travel and provide support as schedules change
• Maintain meetings with the financial community using IPREO or another contact management system
• Coordinate the onboarding of new vendors and purchase order management
• Process monthly expense reimbursement reports
• Professionally handle inbound requests for information received by phone or email and ensure that requests are routed appropriately
• Plan and execute departmental meetings, working lunches, events and off sites, anticipating logistical requirements, monitoring event costs and ensuring timely delivery of all requirements
• Maintain minutes of staff meetings and keep track of follow-up items
• Participate in “special projects” as requested

A successful candidate possesses:

• Bachelor’s degree or equivalent experience
• Minimum of 3 years’ of experience supporting a senior-level executive
• Strong verbal and written communication skills
• Strong organizational skills with high attention to detail and ability to follow-through and ensure tasks are completed
• Ability to handle highly sensitivity information with complete confidentiality
• Ability to work in a time-sensitive, fast-paced environment
• Takes initiative, and has an ability to anticipate needs and solve issues effectively
• Strong customer service mindset and an ability to effectively represent the organization as appropriate
• Experience with Microsoft tools, including Teams and Sharepoint

This position may be available in the following location(s): US – Remote

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

Job Applicants should be aware of job offer scams perpetrated through the use of the Internet and social media platforms. 

EXECUTIVE ASSISTANT POSITION AT PANGEA BIOLOGICAL

This position will report to the Chief Executive Officer (CEO) and also support the Chief Financial Officer (CFO) while working closely with all team members, key partners and contractors. The ideal Executive Assistant will be detailed-oriented, diplomatic, professional, maintain a high level of confidentiality, and strive to ensure synergy between Pangea’s leadership and the team. You will excel in this position if you stay 5 steps ahead of the CEO, with solutions at the ready, while tracking and organizing all the administrative details and keeping the path for the CEO open to fully focus on running the company. This is a remote position, hours and work schedule can be flexible, and may vary depending on company needs. At times, there are high priority deadlines based on company and client needs, requiring work outside typical days and hours. This position will serve as a liaison to the other Pangea team members and teams; while organizing and coordinating executive outreach efforts and overseeing special projects. The Executive Assistant will perform administrative duties within a high-paced environment and use intentional thinking to anticipate and resolve any challenges that may arise.

RESPONSIBILITIES INCLUDE:

• Performing tasks that facilitate effective daily support of the executive team and team members
• Monitoring, filtering, and managing the executive team’s email system while keeping the inboxes organized and flagged for high priority items and reminders
• Proactively managing calendars and meetings
• Organizing, formatting, and updating SOPs and checklists including ‘how to’ guides, business files, and partner/client/contact lists
• Planning and coordinating meetings while considering logistical and budget requirements
• Assisting with prioritization and coordination of internal meetings and commitments
• Communicating with suppliers, vendors, and clients on the behalf of the executive team
• Creating, uploading, and executing online team surveys and monitoring activity and metrics
• Prioritizing multiple responsibilities simultaneously and daily, and following up on issues quickly
• Preparing internal and external correspondence and agendas
• Be a strategic thinker to anticipate and resolve challenges
• Reviewing social media calendar for on time communications and following up on action items
• Taking meeting minutes and transcribing presentations
• Preparing daily, weekly, monthly, and quarterly updates the leadership team Personal tasks, as requested

QUALIFICATIONS:

• 6+ years of experience as an Executive Assistant (preferably with both virtual and in-office environment)
• Bachelor’s degree in Journalism, Communication, Business Administration, etc. highly preferred
• Must have exceptional Microsoft Office Suite skills (Word, Excel, PowerPoint, Outlook, OneNote, etc.)
• Must have high level of personal integrity, professionalism, and business ethics
• Must have strong work ethic – strive for excellence, accuracy, and efficiency, while being dependable
• A positive, ‘can do’, energetic, and engaging attitude to achieve results; sense of humor is highly valued
• Must remain engaged, proactive, and positive even when challenges arise; take ownership in the role and with assignments, and be fully accountable for your success
• Must learn quickly and follow directions accurately
• Embraces the company’s core values
• Be able to see through the clouds and anticipate issues, with solutions at the ready
• Meticulous attention to detail and excellent organizational skills
• Highly resourceful – being assertive about asking questions
• Be a self-starter while striving to perform your best, and take appropriate follow-up actions
• Responsive and highly communicative – confirming assignments and expected deadlines and outcomes
• Must be capable of working independently and collaboratively
• Manage last minute changes and reprioritize with a positive attitude
• Proven ability to ensure confidential information is handled and maintained with discretion
• Take appropriate follow-up actions as necessary with limited oversight
• Be highly productive working virtually
• Amazing verbal and written communication skills

COMPANY SUMMARY

Pangea Biological, headquartered in Carlsbad, California with a satellite office in Phoenix, Arizona, specializes in providing environmental consulting services to the energy and infrastructure sectors. In 2006, Pangea was founded on the principles of Quality, Integrity, Honesty, Commitment, and Teamwork. We are committed to excellence; “good enough” is not in our vocabulary, and we set big goals to inspire ourselves and others. We are team players who are enthusiastic, responsible, highly motivated, passionate about our environment, and strive for success. Pangea excels as a partner to our clients by providing environmental services to the energy and infrastructure sectors for permitting and planning, environmental compliance monitoring and inspection, geographic information service (GIS) mapping and data management, natural resources support, biological surveys and monitoring, agency strategy and consultation, stormwater compliance support, constructability reviews, and environmental training. As we expand our team, we are looking for highly qualified individuals who are energetic, forward-thinking, and motivated to work with our team! Pangea is certified as a Woman-owned Business Enterprise (WBE) and Small Business (SB).

Pangea Biological is proud to be an Equal Employment opportunity employer who values diversity. It is the policy of Pangea Biological to take affirmative action to employ and to advance in employment, all persons regardless of race, color, religion, gender, national origin, sexual orientation, gender identity, age, marital status, genetic information, status as an individual with a disability, status as a protected veteran, or other applicable legally protected characteristics, and to base all employment decisions only on valid job requirements.

VACCINATION REQUIREMENT: Candidates will be required to show proof of being fully vaccinated against COVID-19 upon commencing employment. Reasonable accommodations will be considered on a case-by-case basis for either a) a certain medical condition(s); or b) on the basis of sincerely held religious beliefs and practices. 

Program Assistant
USA (Any)
Full time
Requisition – 2022201379

FHI 360 staff working in the United States are required to be fully vaccinated for COVID-19, regardless of the type of project or client they serve, or of their employment status (full/part-time, remote, telework, or in-office), unless an accommodation applies. FHI 360 complies with federal, state, and local laws with regard to accommodations related to this policy. Full vaccination is currently defined as two weeks after the second dose in a two-dose series, such as the Pfizer-BioNTech or Moderna vaccine, or two weeks after a single-dose vaccine, such as Johnson & Johnson’s Janssen vaccine. Booster doses are not required at this time.

Position Summary: This position supports the Tomorrow’s Leaders Recruitment (TLR) Program within the Global Connections Department. The TLR is sponsored by the Department of State’s U.S.-Middle East Partnership Initiative (MEPI), and offers undergraduate and graduate scholarships for accomplished students from Algeria, Bahrain, Egypt, Iraq, Jordan, Lebanon, Libya, Morocco, Tunisia, Syria, the West Bank/Gaza, and Yemen. The Program serves students from socioeconomically underserved backgrounds who represent the Middle East and North Africa (MENA) region’s cultural, religious, and geographic diversity. Chosen for their strong leadership potential and academic performance, Tomorrow’s Leaders advance MEPI’s mission to enhance cultural understanding, international collaboration, institution building, knowledge sharing, and economic development between the U.S. and the MENA region. The Program Assistant will provide day-to-day administrative, programmatic, and logistical support. S/he will work as part of a collaborative team that ensures outcomes and quality program across multiple projects.

Essential Job Functions:

• Provide day to day administrative support for Tomorrow’s Leaders Recruitment, especially support for the Application process;
• Coordination of procurement and tracking expenses;
• Ability to follow standard operating procedures to sort program applicants against defined criteria;
• Ensure integrity of project data though use of tracking tools and adherence to documentation protocols;
• Review program data and documentation in SharePoint, ensuring file management adheres to protocols;
• Coordinates and maintains records management and serve as a primary resource of assistance for the TLR team.
• Support logistical arrangements for participant standardized testing in the region, issuance of per diem, and travel; including hotels, ground transportation, visa arrangements, and other logistical support;
• Produce project materials, including but not limited pre-departure orientation training materials and other administrative documents;
• Assist with virtual program logistics; and
• Perform other duties, as assigned.

Required Skills and Qualifications:

• Associate’s degree required; bachelor’s degree preferred;
• Fluency in Arabic required; fluency in French beneficial;
• Proven organizational skills and ability to manage multiple tasks with a HIGH degree of accuracy;
• Ability to work independently and as a team member, take initiative, meet deadlines, and be flexible;
• Strong computer skills including use of databases; familiarity using and editing web-based platforms such as WordPress, Qualtrics, and Survey Monkey;
• Proficiency in Microsoft Office and Excel;
• Strong oral and written communication skills; demonstrated professionalism in written correspondence; and
• Demonstrated strong interpersonal and cross-cultural communication skills, and interest in international education.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• FHI Issued laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others and yourself.

About Us
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research, technology, communication and social marketing creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 60 countries and all U.S. states and territories.

As we evolve to meet the challenges of the future, we stand committed to the principles that have guided our organization for the last 40+ years. Our work continues to be grounded in research and science, strengthened by partnerships and focused on building the capacity of individuals, communities and countries to succeed.

FHI 360 staff working in the United States are required to be fully vaccinated for COVID-19, regardless of the type of project or client they serve, or of their employment status (full/part-time, remote, telework, or in-office), unless an accommodation applies. FHI 360 complies with federal, state, and local laws with regard to accommodations related to this policy.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws. 

Executive Assistant

People Ops

Remote Job

Job description

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

We’re looking for an Executive Assistant to join our team. You will be responsible for managing and supporting the execution of personal and professional projects for the Operations Team. This role will work across multiple departments.

This is a fully remote job opportunity.

What you’ll do

• Work closely with the CEO and Executive Assistant to execute personal and professional projects for the CEO and Operations Team
• Assist with accounting functions and expense reconciliation
• Assist and lead HR support functions, as needed
• Back-up Executive Assistant, as needed
• Help with planning corporate events and travel

Job requirements

• Demonstrated ability (and desire!) to lead with the resourcefulness and energy of a start-up employee with a high-degree of administrative skills.
• Be detail-oriented, proactive, motivated and have excellent written and verbal communication skills.
• Thrives in a fast-paced environment, juggling multiple projects and deadlines.
• Fluent in both Spanish and English

How we’ll help:

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

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

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

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

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

(*) Vacation & Time Off – In order to be the best version of yourself, you need time to recharge. We offer flexible PTO. Take time when you need it.

(*) Benefits – We will ensure you have quality health care coverage and opportunities to further your education.

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

Executive Assistant

Operations · Washington, District of Columbia

American Bird Conservancy

Executive Assistant

Position Summary:

Title: Executive Assistant

Supervisor: President

Location: Remote

Department

Operations

Employment Type

Full-Time

Minimum Experience

Experienced

This position provides high-quality administrative support and coordination for the President.

The individual will report to the President, with a dotted line reporting structure to the Chief Financial & Operations Officer, and will partner across the organization at all levels to help leadership ensure a collaborative and efficient workplace. The successful candidate is an organized and patient trendsetter, with an entrepreneurial mindset and understanding of the nuances between influence and empathy.

Responsibilities:

• Manage the President’s calendar including scheduling and cancelling appointments, and coordinating internal and external meetings and logistics
• Manage the President’s inbox to ensure timely tracking of projects and responses to internal and external needs
• Comprehensive meeting support including drafting agendas, producing materials, coordinating resources, record keeping, taking minutes, and tracking action items per project
• Respond to internal and external requests by gathering and providing information and referring non-routine requests to the appropriate staff
• Serve as Secretary of the Board
• Research, prioritize, and follow up on incoming messages and issues: prioritize important messages for President response and determine appropriate course of action, referral, or response for others
• Support the President with the use of platforms and tools including MS Office suite, Zoom, and Slack
• Anticipate needs and execute
• Assist with coordinating travel for the President. This includes setting up appointments with external partners and addressing all logistical details, including detailed travel itineraries.

Position Requirements:

• 5+ years prior experience providing C-level executive support to the nonprofit sector
• Fluency with MS Office suite (incl. PowerPoint), Zoom, Slack, and other communications channels for remote work
• Ability to handle confidential information with discretion
• Ability to work either independently or within a team, and the judgment to know when to do which one
• Ability to anticipate needs, resourcefulness and responsiveness are essential
• Excellent interpersonal, political navigation, and relationship-building skills
• Comfortable with ambiguous and evolving projects
• Ability to travel domestically as needed
• Must be authorized to work in the US or have Permanent Resident Card
• Background screening required

Benefits:

• Benefits include medical, medical flex, and 403(b) plan.
• Paid vacation days (15), holidays (10+), and sick leave.

At American Bird Conservancy, we believe that a diversity of backgrounds, perspectives, and skills makes us more effective. We are committed to creating a respectful and inclusive work environment for all of our employees.

As an equal opportunity employer, ABC is committed to ensuring that employees and applicants for employment have equal opportunities regardless of race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, gender expression, or any other factor unrelated to the requirements of the position. 

Sr. Executive Assistant, Global (remote)

Job Title

Work Remote

Yes

Location

Description

Sr. Executive Assistant, Global (remote)
Headquartered in Johnson City, TN, LabConnect is a leading provider of central laboratory support services with integrated and customizable services that support clinical development needs. We are excited to begin a search for a Sr. Executive Assistant to support our CEO and other senior executives.
As the Sr. Executive Assistant, you will provide wide range of high-level and administrative support and coordination of activities for the CEO and other senior level leaders; including calendar management, meeting coordination, agenda and meeting minute management, action item and/or issue monitoring and tracking for team or project accountability, program and/or project support, handling confidential materials, non-routine information and general administration matters, word processing, excel and database management, proofreading, file and e-file management, and other administrative task management. We are an energetic, hard-working, fun executive team you will be the glue that keeps us on track for meetings and essential tasks.
In addition to your team-oriented style, you will bring along:

• Associates or Bachelor’s degree in Business or related field preferred; or a combination of education and work-related experience.
• 3-5 years’ executive assistant or office administration experience, preferably in a fast-paced, global, hybrid working environment.
• Exceptional organizational and multi-tasking skills, with the ability to prioritize tasks.
• Advanced experience in Microsoft Office applications, specifically Outlook, Word, Excel, PowerPoint, and willingness to learn and apply new technologies and skills, including virtual platforms.
• Detail oriented as a core strength.
• Ability to think on your feet and problem solve in a calm and effective manner.
• High level of interpersonal skills to handle sensitive and confidential situations.
• Position continually requires demonstrated poise, tact, diplomacy, and judgment.
• Excellent writing skills and telephone etiquette.
• Professional, friendly, enthusiastic attitude.

We provide a compensation and benefits program that offers unique choices and flexibility for you and your family.
EOE 

Executive Assistant II, JWO Tech

Job ID: 2165540 | Amazon.com Services LLC

The AWS Just Walk Out Tech Organization is seeking a self-driven, highly organized and proactive Executive Assistant to support the two leaders. This position will own driving improvements and processes for a fast growing team while also providing high impact administrative support to our business leaders.

This role is responsible for a wide range of activities, including management of complex calendars and scheduling requirements, tracking key deliverables, coordinating domestic and international travel, expenses and budgeting, project coordination, and document review. Other activities include coordinating meeting agendas, facilitating key team activities (such as allhands meeting planning to employee engagement activities), office management, planning and execution of space reconfiguration and assisting with new hire onboarding.

The ideal candidate will be an experienced professional, who has demonstrated using strong business judgement with success, while working in a highly ambiguous environment and has advanced prioritization abilities to complete a high volume of complex tasks autonomously. They will be a detail-oriented, experienced planner with the ability to communicate and respond effectively and efficiently, while maintaining flexibility, a sense of humor and most importantly, grace under pressure, while working in a fast-paced, goal-focused work environment.

Key job responsibilities
(including, but not limited to):
Manage complex calendars and scheduling requirements
Manage domestic and international travel
Manage expense report coordination and submission
Manage team space, including moves, reconfigurations and new hire onboarding
Organize, execute and assist with team activities (staff meetings, all-hands meetings, off-sites, and team social events)
Track and help drive completion of key deliverables and follow up on outstanding items
Build processes to drive efficiency in planning, reporting, and communication within the team
Support key annual operational planning processes, business planning and performance review cycles
Act as a liaison for executive’s direct reports

BASIC QUALIFICATIONS

• High School or equivalent diploma
• 5+ years of experience providing support to senior leadership or 3+ years Amazon experience
• Experience with Microsoft Outlook, Excel, and Word

PREFERRED QUALIFICATIONS

Bachelor’s Degree
Event and team morale planning experience
Experience with creating and managing complex international travel schedules
Demonstrated ability to improve processes
Desire and aptitude for learning new concepts on the job

Amazon is committed to a diverse and inclusive workplace. Amazon is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status. For individuals with disabilities who would like to request an accommodation, please visit https://www.amazon.jobs/en/disability/us.

Pursuant to the Los Angeles Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Workers in New York City who perform in-person work or interact with the public in the course of business must show proof they have been fully vaccinated against COVID or request and receive approval for a reasonable accommodation, including medical or religious accommodation.

Job details

US, Virtual

AWS Administrative Support

Administrative Support 

Executive Assistant

• Remote
• Telecommuter – United States

Job Description

Symetra has an exciting opportunity to join our team as an Executive Assistant!

About the role

As an Executive Assistant, you will support EVPs, SVP/VPs, their direct reports, and department(s) by prioritizing and coordinating a multitude of administrative tasks. You will handle confidential information, edit, and proofread various department documents, create, and maintain filing systems, manage calendars, reconcile invoices, and create expense reports.

What you will do

• Schedule meetings for Executive(s), resolve meeting conflicts and communicate conflicts to attendees and schedule owners
• Prioritize Executive’s needs and time
• Schedule conference rooms, communicate with internal and external attendees, and coordinate equipment set up
• Order catering for meetings as applicable
• Support Executives travel arrangements via organization and booking
• Prepare meeting agendas and materials, take meeting minutes as needed
• Handle logistics for large department meetings, including scheduling and follow-up
• Support presentation preparation through research or editing
• Enter and/or extract data from various sources and summarize for reports and presentations
• Compose, edit, and proofread a variety of communications on behalf of the Executive – i.e., correspondence, reports, policies, forms, and other printed or electronic materials
• Ensure that all communications support professional and respectful interactions
• Provide high level professional communication to other employees on behalf of Executive
• Plan and coordinate company programs, events, and initiatives across multiple areas or departments, including team building events, offsites, and holiday parties
• Coordinate gifts/purchasing, expense reporting and invoice reconciliation
• Create and maintain organizational filing systems, department databases and/or custom information systems
• Prioritize outgoing mail via mailroom or special delivery services
• Order office supplies, maintain inventory of department equipment and supplies
• Answer incoming calls and emails, take messages, prioritize, screen and route calls/emails
• Coordinate department project workloads and provide project management support to Executive and team

Why Work at Symetra

Here’s what some of our employees have to say about why they work at Symetra:

“Symetra is a great place if you are looking for the opportunity to contribute, to grow, to be seen and valued.” Vernell K. – Auditor

“If you want to work for a company that is always considering its employees while working towards sustainable growth this is that company. Within Symetra, there is always innovation, empowerment, and growth opportunities, all while providing us with a great work/life balance and incredible benefits for a very reasonable cost!” Cindy G. – Program Manager

What we offer you

Benefits and Perks

We don’t take a “one-size-fits-all” approach when it comes to our employees. Our programs are designed to make your life better both at work and at home.

• Flexible full-time or hybrid telecommuting arrangements
• Plan for your future with our 401(k) plan and take advantage of immediate vesting and company matching up to 6%
• Paid time away including vacation and sick time, flex days and ten paid holidays
• Give back to your community and double your impact through our company matching

Compensation

Hourly Range: $29.43-$49.03 plus eligibility for annual bonus program

Requirements

Your experience and skills

• High School Diploma required; college or equivalent work experience preferred
• 5 years of related administrative experience
• Operate with a high level of integrity and the ability to handle confidential information appropriately
• Detail oriented, self-motivated, able to multi-task and problem solve with minimal direction
• Strong customer service orientation
• Excellent communication and interpersonal skills specifically with high level Executives or Senior Leadership
• Good time management, capable of planning and prioritizing multiple tasks while meeting deadlines under pressure
• Proficient in the Microsoft Office Suite, especially PowerPoint 

Administrative Assistant

We believe that when passionate people are able to spend less time struggling with technology, they can spend more time on what matterslike teaching kids, running businesses, keeping airports safe, and connecting disaster victims with relief. That’s the real power of simplicity. Cisco Meraki is the leader in cloud-managed IT, thanks to our creative, inclusive, adventurous team that is driven to simplify technology so the world can simply work.

You will provide support for two of our Engineering directors based in San Francisco and remotely in the US. Their calendar, travel, and expenses, along with management and oversight of special projects, as needed, will be your responsibility. To perform these tasks effectively, you will become familiar with our Meraki products, people, and cross-functional dynamics within the Engineering organization. This position requires the capacity to exercise good judgment and maintain a realistic balance among multiple priorities.

Using strong written and verbal communication, administrative, and organizational skills, you will be able to work independently on projects, from conception to completion, and excel under pressure at times to handle a wide variety of activities and confidential matters with discretion.

In return, we can offer the opportunity to take on increasing levels of support and gain a front seat view of a large, high-growth business. We provide an unparalleled working culture, a diverse and supportive team and some of the most competitive benefits on the market!

YOU WILL:

• Complete a wide range of administrative tasks including managing extremely demanding calendars and completing expense reports
• Plan, coordinate, and ensure schedules are followed and appropriately prioritized
• Research, prioritize, and follow up on incoming issues and concerns including those of a confidential nature; determine appropriate course of action, referral, or response
• Plan and execute team training, and events, including related travel and expenses
• Take on special projects as needed

YOU HAVE:

• Minimum 2+ years experience in Administrative Assistant role or similar – start-up or technology company preferred
• Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal and relationship building skills
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, demonstrate the highest level of customer/client service and response
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and Google Suite applications (Docs, Sheets, Slides)
• Bachelor’s degree preferred

YOU ARE:

• Communicative creative and hardworking
• Organized on top of everything
• Positive we bring solutions, not problems
• Passionate we all love what we do
• Professional – discreet and timely

At Cisco Meraki, we’re challenging the status quo with the power of diversity, inclusion, and collaboration. When we connect different perspectives, we can imagine new possibilities, inspire innovation, and release the full potential of our people. We’re building an employee experience that includes appreciation, belonging, growth, and purpose for everyone.

Cisco is an Affirmative Action and Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, genetic information, age, disability, veteran status, or any other legally protected basis. Cisco will consider for employment, on a case by case basis, qualified applicants with arrest and conviction records.

Cisco Covid-19 Vaccination Policy

The health and safety of Cisco’s employees, customers, and partners is a top priority. Our goal is to protect and mitigate the spread of COVID-19 infection for strong business resiliency during the pandemic. Therefore, Cisco may require new hires to be fully vaccinated against COVID-19 if the role requires business-related travel, meeting with customers/partners (including visiting third-party sites on behalf of Cisco), attending trade events, and Cisco office entry, unless otherwise prohibited by applicable law, and in countries where COVID-19 vaccination is legally required. The company will consider legally required accommodations/exceptions for medical, religious, and other reasons as per the requirements of the role and in accordance with applicable law. Additional information will be provided to candidates about the requirements and accommodation process at the offer time based on region. 

Title: Executive Assistant

Location: United States – Remote

Udacity is on a mission to change lives, businesses and nations through radical talent transformation in digital technologies. We offer a unique and immersive online learning platform, powering corporate technical training in fields such as Artificial Intelligence, Machine Learning, Data Science, Autonomous Systems, Cloud Computing and more. Our rapidly growing global organization is revolutionizing how the enterprise market bridges the talent shortage and skills gaps during their digital transformation journey. Udacity is proud to be backed by respected investors like Andreessen Horowitz, Charles River Ventures, Bertelsmann and Drive Capital, among other leading VC firms, and provides a powerful and differentiated solution inside of a $32b total addressable market opportunity. Udacity has more than 100 enterprise customers including Airbus, Bertelsmann, BNP Paribas, Leidos, Mazda, and the United States Air Force.

PLEASE NOTE: This role will work PST (Pacific Standard Time) hours.

Udacity is seeking an Executive Assistant who has a natural passion for problem solving and excels in a dynamic and fast paced environment to support our CEO. This is a high impact role that requires strong organizational skills, ability to work autonomously and collaboratively, and the ability to successfully manage multiple projects and priorities. Our ideal Udacian has a bias for action, a roll-up-your-sleeves attitude, outstanding attention to detail, and can communicate complex information across all levels of the business.

In this role, you will:

• Manage complex calendars and schedules, book and arrange travel, including complex and detailed itineraries, complete expenses reports, etc.
• Help maximize the time of the CEO in alignment with his priorities, ensure schedule is followed and respected
• Communicate directly with key leaders, stakeholders both internal and external on behalf of the CEO
• Prepare and/or review key, and often confidential and/or time-sensitive, correspondence including presentation decks and materials
• Organize events and meetings from concept to execution
• Coordinate and plan all logistics related to Board of Director meetings
• Play a lead role with the Administrative Assistant group and mentor new members
• Be the voice for continuous improvement in approach and processes
• Build relationships and camaraderie among the team
• Influence without authority and serve as a role model
• Special projects, as assigned (which could include travel).

What we look for:

Skills and Abilities:

• Excellent organizational skills and ability to prioritize and multi-task to meet deadlines and drive outcomes in a fast-paced environment
• Strong customer service and responsiveness with exceptional attention to detail and bias for continuous improvement
• Professionalism and integrity, with the ability to handle confidential information with discretion
• Composure, good judgment, and the ability to find solutions
• Strong interpersonal skills and collaborative, with the ability to build relationships quickly and influence without authority across diverse people (broadly defined)
• Excellent communication skills, both verbal and written
• Critical thinker with the ability to anticipate needs and proactively address challenges
• Adaptable and flexible, able to pivot quickly with the appropriate sense of urgency
• Ability to quickly learn new processes, tools, and technologies with a growth mindset

Years and Type of Experience:

• 8+ years administrative assistant experience supporting c-suite level executives
• Experience organizing meetings and events
• Strong proficiency in Google Suite
• Facile with modern technology (e.g., Zoom, video conferencing, in-room collaboration tools, etc.)
• Desirable, experience supporting a CEO and Board of Directors

APPLY FOR JOB
 

Executive Assistant

NYC OR REMOTE

EXECUTIVE – EXECUTIVE

FULL-TIME

Olo is looking for an enthusiastic and resourceful individual to assist our CRO, Diego Panama. We’re looking for a self-starter with excellent organizational skills, impressive follow-through, and the utmost attention to detail. If this sounds like you and you are excited about a role at a growing organization that is focused on on-demand solutions for the restaurant industry and beyond, then we want to talk to you!

This is a full-time position reporting to Olo’s Chief Revenue Officer.

What You’ll Do

• Support the CRO by managing daily matters, both business and personal, including preparing and coordinating communications, complex calendar management, meeting logistics for appointments, travel arrangements, facilitating changes to daily events, tracking and helping guide completion of important deliverables, and following up on outstanding items by being a liaison for direct reports
• Manage time/workflow by developing an understanding of tasks, issues, and priorities; bring urgent matters to attention
• Aggregate, organize and track content such as meeting agendas, historical documents, and spreadsheets
• Build relationships and gain trust and credibility with employees across all departments, levels, and locations
• Work with all customer teams to manage executive client meetings, speaking, and other requests for Diego
• Support field marketing team with coordination and logistic planning for all customer events
• Ensure a positive first impression and reputation of Olo
• Exercise discretion and judgment while handling confidential and proprietary matters
• Coordinate and execute logistics of meetings and other teamwork
• Prepare travel arrangements and submit expense reports
• Be the coordinator for Customer team processes and schedules including quarterly all-hands, weekly leadership team meetings, and forecasting scheduling

What We’ll Expect From You

• 10+ years experience working in a fast-paced environment – in a support function for a C-level executive
• Excellent written and verbal communication skills and experience with Google Suite, Microsoft Office, and Diligent
• The ability to think on your feet — creatively and collaboratively — amidst ambiguity and solve problems on the fly
• A proactive nature — always thinking ahead and “seeing around corners”
• Experience working with a variety of work styles and personalities and the ability to maintain approachability while pushing back and challenging
• Interest in and excitement about the Restaurant Tech industry

About Olo

Olo is a leading on-demand commerce platform powering the restaurant industry’s digital transformation. Millions of orders per day run on Olo’s enterprise SaaS engine, enabling brands to maximize the convergence of digital and brick-and-mortar operations. The Olo platform provides the infrastructure to capture demand and manage consumer orders from every channel. With integrations to over 100 technology partners, Olo customers can build digital experiences with the largest and most flexible restaurant commerce ecosystem on the market. Over 500 restaurant brands use Olo to grow digital sales, maximize profitability, and preserve direct consumer relationships. Learn more at olo.com.

Olo’s headquarters is located on the 82nd floor of One World Trade Center. In addition to our NYC cohort, over 75% of our team works remotely across the U.S. We offer great benefits, such as 20 days of Paid Time Off, fully paid health, dental and vision care premiums, a 401k match, company equity, a generous parental leave plan, and perks like team events. Check out our culture map:

We encourage you to apply!

We value diversity. At Olo, we know a diverse and inclusive team not only makes our products better, but our workplace better. Many groups are underrepresented across the tech sector and we are committed to doing our part to move the needle. 

Executive Assistant

at Health Note

Remote

ABOUT HEALTH NOTE

At Health Note, our mission is simple – to help medical providers focus on their patients by saving them time conducting onerous manual documentation.

We’re building the most integrated & comprehensive clinical intelligence workflow platform in the industry to do this. Our SaaS platform enables patients to communicate their medical data and health concerns before their visits happen and complete updating their records in the EHR before they even talk with their provider in person or online. Our algorithms don’t replace medical providers, they make them better.

We’ve partnered with clinics and top hospitals around the country like Cedars-Sinai assisting in the answering of millions of clinical questions each month and are constantly thinking about new and creative ways to scale Health Note.

So if you’re eager to join a startup in one of the fastest growing categories, then this opportunity might be for you! We’re seeking someone self-motivated, proactive, curious, deliberate, methodical and who would enjoy working independently to take on new challenges as a first finance hire and evolve quickly in a high-growth tech startup.

As the Executive Assistant, you’ll…

• Be a strategic partner to the CEO, providing high-level administrative support and assistance in all areas of the business in an effort to make him more effective in his role
• Schedule and prepare for meetings for the CEO
• Manage the CEO’s email inbox, keeping all interactions organized and drafting emails where appropriate
• Arrange travel, order supplies, and complete expense reports for the CEO
• Maintain records and documentation on behalf of the CEO
• Identify strategic opportunities to improve efficiency, from strategic calendar management to designing systems for automating common tasks
• Supports additional duties or special projects as assigned in an effort to support the CEO and broader company goals
• Help draft agendas or other preparatory information and enable follow-up, including ownership of the executive team meeting

That said, these responsibilities are just the beginning! As we continue to grow, we encourage you to contribute wherever you observe opportunities in the business that align with your interests.

About you

You’ll thrive as the Executive Assistant if you:

• Are an emotionally-intelligent communicator, both verbally and in writing
• Don’t miss a beat; you’ve got impeccable organizational skills and attention to detail
• Thrive in roles that require excellent time management skills with a proven ability to meet deadlines
• Possess the utmost discretion around confidential and sensitive information
• Go with the flow as priorities change, maintaining little ego and the ability to adapt
• Move urgently with a high bias for action
• Have extensive knowledge of Google Suite, Slack, Asana
• Bonus points if you’ve been in an EA role or similar role requiring heavy calendar management and email interaction in a growing startup environment

If you don’t meet 100% of the above qualifications, you should still consider applying. Studies show that you can still be considered for a role if you meet just 50% of the position’s requirements.

WORKING AT HEALTH NOTE

• Continuous Learning – frequent events and tools available to help our team
• Professional Development– we promote from within and have opportunities for employees to transfer between teams.
• Company perks and benefits – Apple Laptop provided, generous PTO, full health benefits (medical, dental, and vision), matching 401k. 

Administrative Assistant

Nationwide (remote)

Job Field:

Health & Safety / Environment

Job Type:

Contract – 3-6 Months

BGIS is currently seeking a Administrative Assistant to join the team Nationwide, US.

Purpose Statement: Support various facility groups in collecting and documenting training/certifications/licensing requirements by trade group and organization.

RESPONSIBILITIES

Administrative Activities

• Collect and input training data into appropriate tracking software
• Collect and input licensing data into appropriate tracking software
• Collect and input industry certification data into appropriate tracking software
• Support audit initiatives of training records, licenses and industry certifications
• Other duties as assigned

Data Reporting

• Oversees data reporting activities, reviews, reports, and communicates to management and stakeholders weekly on progress of activities
• Maintains ongoing communication with internal operations teams on any additional requirements for information and data collection

Project Coordination

• Collaboration with key stakeholders and internal operations teams regarding the provision of the required information for this project
• Generate reports from the Tracking Management System as required for regular updates
• Manage Data Center SharePoint site(s) as needed

REQUIRED / DESIRED EDUCATION, KNOWLEDGE, and ABILITIES

• High School Diploma or equivalent work experience required (Some college-level coursework preferred)
• Experience with report writing or report generating software preferred
• Advanced knowledge of Microsoft Office Suite – Word, Excel, Outlook, and Visio required, working knowledge of SharePoint along with internal systems (training will be provided)
• Attention to detail as this project deals with regulatory compliance
• Must be able to work independently
• Must make self-available via Work Chat, emails, messages, and phone during work hours
• Non-Exempt position
• This is a remote position 

Executive Assistant (UK – Remote)

London, England

Engineering Engineering

Part-time (Remote)

BenchSci is a remote first organization. At this moment, we are welcoming applicants from Canada, the US and the UK for this position.

BenchSci’s vision is to help scientists bring novel medicine to patients 50% faster by 2025. We empower scientists to run more successful experiments with the world’s most advanced, biomedical artificial intelligence software platform.

Backed by F-Prime, Inovia, Golden Ventures, and Google’s AI fund, Gradient Ventures, we provide an indispensable tool for scientists that accelerates research at 16 top 20 pharmaceutical companies and over 4,300 leading academic centers. We’re a certified Great Place to Work, and top-ranked company on Glassdoor.

We are looking for an Executive Assistant to join our Data Engineering team. You will be reporting to our Senior Director, Data and Machine Learning and will support this leader in ensuring that he is prepared for all meetings and that his team runs effectively. You have high attention to detail, enjoy problem-solving, have an aptitude for technology and love working with people. With our growing team of Executive Assistants, you will find a welcoming environment for you to also learn, grow and feel supported by our People Team in BenchSci.

You Will:

• Manage the calendar of the Sr. Director’s office.
• Prioritize inquiries and requests while troubleshooting conflicts.
• Anticipate the Sr. Director’s needs prior to meetings and conferences.
• Make recommendations and determine an appropriate course of action, referral, or response, exercise judgment to reflect the Sr. Director’s style and organization policy and ensure smooth day-to-day engagements.
• Act as a liaison between the Sr. Director, team members, and the different departments as well as with external contacts on all matters pertaining to the Sr. Director.
• Maintain a high standard of discretion with highly confidential or items of a critical nature.
• Make travel arrangements as needed.
• Schedule monthly and Quarterly meetings.
• Assist with special projects as well as staff meetings and events as needed.
• Collect and prepare information for meetings with team members and outside parties.
• Update the Sr. Director on upcoming commitments and responsibilities and follow up appropriately.
• Maintain open communications with the Chief of Staff, including meeting weekly and monthly to provide updates and share pertinent information.
• Other administrative tasks that facilitate the Sr. Director’s ability to effectively lead the organization.
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the organization’s operation.
• Invest in building long-lasting relationships both externally and internally

You Will:

• 2+ years of experience as an Executive Assistant or similar position
• Strong organization, prioritization skills and ability to take initiative
• Leadership skills to maintain credibility, trust, and support with the Executive Team
• Communication skills to cultivate ongoing relationships and must communicate effectively to act as a bridge between the Sr. Directors and the other departments
• Technical proficiency in Google Workspace and working in a remote-first environment

Benefits and Perks:

• An engaging remote-first culture
• A competitive compensation package that includes BenchSci equity options
• Comprehensive health and dental benefits
• Emphasis on mental health with $2500 CAD (or equivalent in your country’s currency) for Psychologist, Social Worker, or Psychotherapist services
• Three weeks of vacation plus an additional day for every completed year
• Unlimited flex time to use toward sick days, personal days, religious holidays, birthdays and appointments
• Additional time-off: 2 weeks for Winter Holidays, every other Friday in July and August, your birthday, and more!
• Generous parental leave benefits with a top-up plan or paid time off options
• A $2000 CAD (or equivalent in your country’s currency) Annual Learning & Development budget
• A $1000 CAD (or equivalent in your country’s currency) work from home allowance to make your home setup perfect for you
• A lifestyle spending account for employees to receive reimbursement for eligible expenses related to wellness, lifestyle and productivity $2500 CAD (or equivalent in your country’s currency) per year

Our Culture:

At BenchSci, we’re committed to cultivating an inspiring, inclusive, and equitable work environment for high performing, ego-free, self-starting individuals with a growth mindset, who enjoy the challenge of solving hard problems. We recognize that everyone here is a person first and an employee second. We want people to feel cared for and supported to bring the best versions of themselves to work and help the company achieve its mission. We believe culture is critical to success and invest accordingly.

We live and promote our FASTT values of Focused, Advancement with Speed, Tenacity, and Transparency. We work hard to maintain an engaging, supportive environment where everyone can do their best work. To learn more, read our culture deck.

Diversity, Equity and Inclusion:

We’re committed to creating an inclusive environment where people from all backgrounds can thrive. We believe that improving diversity, equity and inclusion is our collective responsibility, and this belief guides our DEI journey. To learn more, read about our DEI initiatives.

Accessibility Accommodations:

BenchSci provides accessibility accommodations during the recruitment process. Should you require any accommodation, we will work with you to meet your needs.

BenchSci is a remote first organization. At this moment, we are welcoming applicants from Canada, the US and the UK for this position. 

Executive Assistant I

Location US-Remote

Job ID 2022-123206

Institution American University of the Caribbean (AUC)

Department Academics

Employment Type Regular Full-Time

FLSA Status U.S. – Non-Exempt

Opportunity at a Glance

American University of the Caribbean School of Medicine (AUC) has an immediate opening for a dynamic, independent, experienced Executive Assistant to play a critical role in supporting various AUC leadership.

The position provides support to:

• Senior Associate Dean Academic Affairs
• Senior Associate Dean Student Affairs
• Associate Dean Academic Affairs, Clinical Sciences
• Associate Clinical Dean – US
• Associate Clinical Dean – UK
• AUC’s Clinical Chairs of OBGYN, Surgery, Pediatrics, Family Medicine, Internal Medicine and Psychiatry

The position provides a wide range of administration, general support and analysis duties of a highly responsible and confidential nature. The position will have regular exposure to confidential material and requires a great deal of professionalism, discretion, and integrity in dealing with internal and external contacts

Location: Remote – USA *strong preference to those residing in the CST or EST time zones

Responsibilities

• Anticipate the needs and use discretion when setting priorities to keep the leader updated and aware of meetings, agendas, travel, upcoming events, incoming emails and letters, situations relating to the administrative office, campuses, employees and visitors.
• Manages the leader’s calendar and contact database to schedule meetings, make travel arrangements (airline, car service, rental car, hotel, etc.), order office supplies/equipment, prepare expense statements, reserve and prepare facilities and catering.
• Act as a liaison between the leader and employees, clients and all external contacts, by utilizing good judgment in determining when to act independently and when to refer matters for further attention.
• Handle a wide variety of complex situations and time conflicts involving the business/administrative functions of the office and is responsible for confidential and time sensitive material on a regular basis.
• Prepare high level documentation and advanced correspondence for presentation to the Members of the Board and/or other senior leaders.
• Maintains accurate records and files; develops and maintains filing systems to include electronic and hard copy, computer diskette and network systems; ensures filings are in proper format and filed in a timely manner; supplies information upon request.
• Provide administrative support for other member(s) of the Leadership Team as assigned/directed by leader.
• Offer support and assistance to other departments and employees as needed for special projects and/or events.
• Completes other duties as assigned.

Qualifications

• Bachelors Degree required but may substitute a combination of education and experience.
• 5 years executive assistant experience.
• Microsoft Word, Excel, PowerPoint, Outlook and other Microsoft applications; Meeting note taking.
• Excellent organizational, oral and written communication skills
• Ability to multi-task, work independently and as a team member.
• Ability to maintain composure when working under pressure.
• Attention to detail.
• Ability to use good judgment and discretion daily as well as when presented with confidential information.
• *Please include cover letter with your application*

EEO

We are proud to be an EEO employer M/F/D/V. At Adtalem, we welcome everyone and have a strong commitment towards diversity and inclusion. We encourage our Colleagues to be their true authentic selves and support laws that prohibit discrimination everywhere we do business. We also maintain a drug-free workplace.

As an organization dedicated to educating the healthcare leaders of tomorrow and empowering members to make inspiring contributions to our global community, we know that it is our responsibility to lead by example and continue minimizing the risks of spreading COVID-19. Employment at Adtalem and/or its subsidiaries requires compliance with the organization’s Mandatory COVID-19 Vaccination Policy, to the extent permitted by the laws of your country, province/state, and/or local area. All employees in areas of the world that permit mandatory COVID-19 vaccination are required to be fully vaccinated within 60 days of their date of hire unless they receive an exemption from Adtalem’s HR Coaching Resource Center because of issues such as access or an approved medical or religious accommodation.

Who We Are

American University of the Caribbean School of Medicine (AUC) is an international medical school preparing physicians for careers in the United States, Canada, and worldwide. We believe that today’s complex healthcare landscape requires a different type of doctor, one who is globally minded and capable of working as part of a cohesive team to deliver empathetic, extraordinary care to diverse patient populations. AUC employs a U.S. model curriculum with two years of medical sciences taught at our St. Maarten campus, followed by two years of clinical sciences taught at affiliated hospitals in the United States and the United Kingdom. AUC is proud to have more than 7,500 alumni eligible for licensure in all 50 states and practicing medicine as chief residents, department chairs, program directors, researchers, entrepreneurs, and community advocates.

AUC’s mission is to train tomorrow’s physicians whose service to their communities and patients is enhanced by international learning experiences, a diverse learning community, and an emphasis on social accountability and engagement. Learn more about AUC, part of Adtalem Global Education, at www.aucmed.edu.

Commitment to Diversity and Inclusion

We pride ourselves in nurturing a culture that encourages everyone to bring their full selves to work each day. To us, diversity and inclusion needs to be intentional to be impactful. We don’t just welcome differences, we celebrate them. #WeAreAdtalem 

Location:  US Locations (not accepting applicants from California, Colorado, or Nevada); 100% Remote

Who You Are

Your friends describe you as a “go getter”. You are a forward thinker who likes to embrace new technologies and find creative, efficient solutions. You generally take life by the horns but understand that you are not always the smartest person in the room. You enjoy working with people, you’re collaborative, humble, willing to ask questions and provide answers. You get that to succeed, everyone must succeed, and that our customers come first.

Who We Are

As outdoor enthusiasts, camping is an essential part of our recreation with friends and family. However, we realized that booking a campsite wasn’t nearly as easy as booking a hotel stay. Why couldn’t it be that easy to reserve time in nature? So in 2006 we set out on a new adventure—make a simple and intuitive way to book a campsite on the interweb. Since then, we’ve become one of the fastest growing (adding new customers all the time), industry-leading, cloud-based campground management and online reservation software companies.

We’re an intentionally small team based in Mount Juliet, TN and we take our time finding the right people who believe in our mission. For us, this is not just a job—it’s our passion! We take pride in our work and “own our own stuff”. We work hard to be proactive and solve problems. But most importantly, we get what good customer service looks and feels like and want to be the best! We either add value to the market by making campground management and reservations easy, or we find something else to do. To quote the great Yoda, “Do or Do Not. There is no try!”

What You’d Do

Besides making incredible software that helps park operators live their BEST lives, we are committed to creating dependable relationships with our customers and each other. We’re growing rapidly, and we know it requires communication and attention to detail to maintain the relationships we’ve formed. We want our customers to experience the same pleasant, personal interaction with our team that they provide to their guests—and you can help us by handling the behind-the-scenes details to make our passionate team even better.

As our HR/Executive Assistant you’ll help keep us proactive and organized by efficiently handling administrative tasks in a wide range of areas from scheduling cost-conscious travel and meeting arrangements, to determining gaps in resources (and helping recruit, vet, and hire new talent). You’ll spend your time supporting our fantastic team members in each stage of their CampLife journey—onboarding, helping them navigate their benefits, and communicating company policies. You’ll be there to help with the big and little things that take organizational skills, logistical prowess, and good ol’ fashioned dependability. You’re a good listener who’s comfortable balancing overall business goals with team members’ needs and concerns. You’ll use good judgement about when to share important information and when to keep something confidential. You love working with teams and equipping people with the right tools to get stuff done. You’re a forward thinker who likes solving puzzles and finding creative, efficient solutions.

While the work is performed remotely, you may need to travel from time-to-time to attend CampLife meetings and events at various locations around the country.

Necessary Qualifications for the Job

• High school diploma or equivalent
• Previous experience performing data entry and providing administrative support
• Working knowledge of computer systems, software and applications, and the Internet in general
• Experience in human resources or a bachelor’s degree in HR preferred
• Experience administering or processing payroll preferred

Fitting into the Culture

Customer Focus

• Interested in fully resolving questions and issues.
• Develops positive working relationships and a strong rapport with team members and customers.

Humility

• Demonstrates a fundamental respect for others.
• Genuine interest in sharing and learning as a team.

Teamwork

• Wants to build close working relationships with team members and the leadership team.
• Balances overall business goals with team members’ needs and concerns.

Communication

• Listens and responds well.
• Uses good judgement about when to share important information and when to keep something confidential.
• Ability to listen, speak, write, and communicate well in English.

Problem Solving

• Flexible to learn and fulfill a wide variety of assignments.
• Ability to analyze information and make recommendations.

Technical Knowledge

• Well-organized and pays attention to detail.
• Proficient in recordkeeping and paperwork.
• Ability to audit and organize files accurately.

Drive for Results

• Demonstrated ability to take the initiative and complete work independently.
• Resourcefulness to work on multiple tasks simultaneously.

Day-to-day Work Expectations

Human Resources Administration

• Serve as the first point of contact for HR-related questions from employees. Respond to questions based on established employment policies or coordinate the resolution of difficult issues in collaboration with leadership.
• Administer benefit programs and help resolve employee benefit issues. Create and distribute internal communications regarding status changes, benefits, or company policies.  Conduct periodic audits and verifications of enrollment records with benefit vendors.
• Complete and submit employer forms for medical coverage, healthcare-related court / child support orders, life insurance, and disability coverage.
• Support the execution of hiring plans in support of overall recruiting strategy. Coordinate all aspects of the hiring process from start to finish: vet and interview applicants; inform candidates about job duties, benefits, company culture; and coordinate interviews with managers and leaders.
• Coordinate the onboarding program for new employees. Introduce CampLife vision and values, share pay and benefit information, form initial connections with peers and leaders, develop onboarding plans with hiring managers, and assist with the completion of paperwork.
• Conduct various activities in support of payroll administration as delegated by the Controller.
• Maintain employee files and records. Assist in the administration of the HR information system.
• Identify and recommend changes that increase HR efficiency and effectiveness.

Leadership Support

• Complete data projects, paperwork, and administrative tasks associated with running a business.
• Coordinate appointments and meetings for team members. Maintain schedules and calendars for leaders.
• Make travel arrangements and coordinate supporting logistics for team meetings, events, retreats, etc.
• Communicate with customers regarding their accounts.
• Perform data entry assignments for CampLife teams.
• Compose and prepare routine correspondence, reports, memoranda, newsletters, presentations, and other materials as requested. Document and distribute meeting minutes / summaries to appropriate parties.
• Provide regular status updates on the progress on assigned projects.

Perform other duties as assigned.

Pay Type: $18 – $24 per hour

Location: Virtual / Work from home

Want to be a CampLifer? Fantastic!

We believe in hiring smart people and giving them the support they need. Besides working with a team fueled by a mission, you may also enjoy some of these perks:

✓     A fully remote position (even pre-pandemic!)

✓     Competitive paid time off plan, including holidays and your birthday

✓     Health, life, dental, vision, and disability insurance

If this sounds like the type of position that pumps you up (or at least makes you smile) please send a resume and cover letter to jobs@CampLife.com.

When you send those two items, tell us a bit about yourself:

1. What was the last book you read and how did it impact you?
2. How would you define an excellent team player?
3. How have you served others in the past 12 months?

We hope to hear from you soon!

Location: US Locations Only