Administrative Assistant

• Job Locations: US-Remote

TISTA Science and Technology Corporation, a CMMI Maturity Level 3 company, focuses on delivering information technology and professional services to Federal and State agencies. TISTA was recognized in 2019 by Inc. 5000 as one of the fastest growing private companies in the US. TISTA is also a recipient of 2019 Top Veteran-Owned Companies by the Washington Business Journal. TISTA also received a 2018 Moxie Award in the GovCon category.

The Administrative Assistant will provide support to the VA within the data center including tasks such as: posting time-cards; monitoring Service e-mail box; distribution of mail, both paper and e-mail; developing travel and training documents; and copying and reproduction.

Responsibilities

• Facilitate and schedule appointments, coordinate meetings and reserve conference space for personnel as well as performing meeting set-up and other coordination activities.
• Prepare interoffice correspondence and maintain administrative filing system
• Prepare and maintain operating and desk procedures, methods, standards, policy memorandum and techniques concerning administrative procedures
• Maintain the e-mail box by taking action on each message.
• Prepare, edit and/or conduct reviews for recurring and one-time reports, suspense items, date sensitive actions and correspondence.
• Ensure final documents are routed or mailed to the designated source(s) after receipt of all required concurrence/approvals.

Qualifications

• The Administrative/Clerical Assistant III must have the ability to use office automation tools and produce documents without errors, be able to proofread and edit documents that are technical in nature and can ensure proper format, grammar, and style.
• Strong in Administrative Support
• Competent with process improvement techniques and principles
• Strong critical thinking, and gap analysis abilities
• Strong interpersonal skills – brainstorms with other staff members for resolutions
• Superior human interaction skills with the ability to meet and deal effectively with individuals of all levels inside and outside of the workplace.
• Superior planning, scheduling and coordinating skills working with management to create a smooth workflow and timely deliverables
• Excellent special projects administrator skills
• Excellent written and oral communication skills
• Exceptional problem-solving skills
• Superior organizational and time management skills
• Skilled Vendor and Stakeholder Management
• Proficient in MS Office 2010 Suite, SharePoint

Education:

• AA or 2 year business school, 4 additional years of additional relevant experience may be substituted for education.
• Minimum of 8 years of experience

Clearance:

• The ability to pass a Tier 2/Modest Background Investigation

Location

• Remote, US 

Senior Administrative Assistant

• Job Locations: US-Remote
• Regular Full-Time

Summary of Major Responsibilities

The Sr Administrative Assistant partners with Exact Sciences leadership roles as well as provides functional support, including event planning, meeting scheduling, logistics coordination, project support, and process related improvements. This role enables leadership and functions to optimize resources to meet core business demands in the business area in which it supports.

Essential Duties and Responsibilities

• Provide proactive administrative partnership to leadership and designated functional departments; handle confidential and sensitive business critical information.
• Total ownership for logistics related to leadership meetings; including, but not limited to, prepare materials, keep meeting minutes, reserve rooms, travel requirements, and arrange food services, as needed.
• Draft and edit email communications with minimal guidance, and prepare meeting presentations, and other documents, as necessary.
• Partner cross-functionally with other administrative team members to ensure a consistent operating model across functions.
• Provide project support and leadership for small-scale projects which impact a functional area.
• Consistently convey a friendly, helpful, and professional attitude.
• Provide timely and accurate information in response to critical requests and needs.
• Manage all logistics for designated leader(s) calendars and scheduling requests.
• Arrange travel schedule and reservations; including international travel.
• Develop and manage policies and processes within designated area to provide clarity to functional departments.
• Excellent attention to detail and organization skills.
• Strong written and verbal communication skills.
• Strong customer service mindset; treating internal and external customers with world-class service.
• Ability to frequently and accurately communicate with employees, customers, and vendors face-to-face, telephone, or by email.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• Support and comply with the company’s Quality Management System policies and procedures.
• Maintain regular and reliable attendance.
• Ability to act with an inclusive mindset to model these behaviors for the organization.
• Ability to work designated schedule.
• Ability to work nights and/or weekends, as needed.
• Ability to lift up to 30 pounds for approximately 5% of a typical working day.
• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day.
• Ability and means to travel between local Exact Sciences locations, as needed.
• Ability to travel 5% of working time away from work location, may include overnight/weekend travel.

Qualifications

Minimum Qualifications

• Associates Degree in Business Administration, Administrative Studies, or a field as outlined in the essential duties; or High School Diploma/General Education Degree and 2 years of experience in lieu of.
• 5+ years of experience in an administrative partner role assisting leadership roles.
• Strong proficiency in Microsoft Office programs to include Word, Excel, PowerPoint, and Outlook.
• Authorization to work in the United States without sponsorship.
• Demonstrated ability to perform the Essential Duties of the position with or without accommodation. 

Executive Assistant / Office Manager

Remote

Dublin, County Dublin, Ireland

People

About Conduktor

Conduktor is an Apache Kafka enterprise platform that simplifies working with real-time data in the Apache Kafka ecosystem. We’re an ambitious international team that wants to impact the data streaming industry. We believe that people deliver the best of themself when they’re given the freedom to thrive and grow. Think big, take ownership, and join us in this incredible journey.

Founded in 2020, Conduktor today serves 9,000+ companies across the world. We are a remote-first company and our team keeps growing every day.

Companies create tons of data each second, for example, when taking an Uber ride or when a customer orders something on a website this creates lots of different events and thus data. These streams of data end up in a technology that has become integral to businesses around the world. This technology is called Apache Kafka, a technology that is challenging to learn and work with but provides incredible value provided to the organization. Kafka is now used by 80% of the Fortune 100 companies, with a large fast-growing community. Companies such as LinkedIn, Uber, Netflix, Airbnb, and Apple rely on Apache Kafka to power their business and growth.

Conduktor is creating a set of tools to help companies gain visibility, control, and collaboration over their real-time data. Conduktor intends to tackle the whole data streaming journey of a company. At every stage of working with Kafka, companies will gain speed, confidence, and knowledge.

Your team/environment

You will be working with the CEO and other senior-level managers.

What will you be doing?

We are looking for an Executive Assistant to perform a variety of administrative tasks and support our company’s senior-level managers.

Executive Assistant’s responsibilities include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.

Responsibilities

• Making travel arrangements: tickets, hotels, restaurants, legal restrictions etc
• Preparing expense reports
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf ;
• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters ;
• Maintaining comprehensive and accurate records ;
• Performing minor accounting duties ;
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary ;
• Planning company events and help to organize the offsites
• Creating weekly activity reports about various topics
• Ordering office supplies if needed

Requirements

What skills & experience do you need?

• Work experience as an Executive Assistant, Personal Assistant or similar role
• Ex In-depth understanding of entire MS Office suite.
• Well knowledge of Google Suite
• Outstanding organizational and time management skills
• Excellent verbal and written communications skills in English, French is a plus
• Discretion and confidentiality
• A proactive approach to problem-solving with strong decision-making skills.
• PA diploma or certification is a plus

Benefits

Perks and Benefits, the good stuff!

• Comprehensive Health Care coverage including medical, dental, and vision
• Flexible working hours and full remote working
• Generous vacation plan
• Agile working environment with short decision paths
• Your choice of devices and tools that make you work the best
• Popular tools: Slack, Google Meet, Notion, Linear, Slite
• International team with a wealth of knowledge 

Location:  US Locations Only; 100% Remote (Eastern Time Zone)

Part-Time Operations Support Assistant: (20 hours per week / 4 Day Flexible Remote Work Schedule)

About Us

REA, (www.reacareers.com), is a women-owned, WBENC certified, premier global mobility and career transition firm supporting relocating spouses and partners worldwide.  REA provides job-search and career counseling, expat coaching, on-boarding, pre-decision services, mentoring and outplacement assistance to company employees and their spouses across 6 continents and over 50 countries with customized career and acclimation support to ensure that every relocation yields a positive experience for the whole family.

Position Requirements:

The Operations Support Assistant will provide remote administrative, technical and customer service support to our virtual business operations and sales team. Process service evaluations, serve as internal database system contact, and run business and sales reports for internal staff and external clients. Assist the Creative Director with PowerPoint presentations, social media posts, email marketing campaigns, conduct operational analysis and other administrative and technical projects.

The position requires strong technical and analytical skills, database management system knowledge, advanced MS Office (Word, Excel, PowerPoint), Adobe Acrobat, CRM management, email marketing, social media skills, and the aptitude to learn new applications quickly. Video editing skills a plus.

The ideal candidate will be solution-focused, detail oriented, and creative with excellent communication skills and work both independently and in team collaboration. Exceptional trouble shooting, time-management skills and ability to work within project deadlines are essential. Must be flexible, adaptable and accustomed to working in a remote capacity, including video conferencing.

REA offers a welcoming, team oriented, flexible work culture that is built on a foundation of diversity, inclusion and collaboration of each person’s unique ideas, values, cultural differences and perspectives. We’re proud to actively recruit, hire, train and promote people from a wide variety of backgrounds and experiences regardless of race, religion, color, national origin, age, gender, sexual orientation, veteran status or disability. 

Executive Assistant to CEO & Company Admin Support

• REMOTE
• United States
• Operations
• Full time

Description

Floom is seeking an experienced Executive Assistant to support the CEO and our rapidly growing team across the US and London. The person in this role will need to be a masterful problem-solver and an organizational force given complex calendaring, travel planning, and office administration. Additionally, the ideal candidate will have exceptional communication skills, and will be resourceful in building relationships across the company ecosystem. This person will be in charge of soft HR duties such as onboarding and off-boarding team members, as well as supporting the teams general needs.

If you are an excessively organized individual who loves getting things done, but has always lacked a bit of creativity in your previous administrative roles, this is the perfect role for you!

This position is full time, and is an exciting opportunity to join an exciting and fast-growing company and become an integral part of the team.

• Extensive diary management, including organizing internal and external meetings
• Financial administration, e.g. processing POs, CEOs expenses, and company invoices
• Organizing events for both internal offsites / or florist workshops and events (this will be a core part of the role, so past event organization will be useful)
• Organizing team travel
• Communicating with internal and external parties, while exhibiting the highest degree of professionalism, courtesy, and diplomacy
• Ensure email lists, org charts, and other administrative systems are maintained and current
• Assisting with new starter setup and leaver checklists
• Special or other ad-hoc projects as required
• Drafting and formatting responses to memos, letters, and documents
• Minute taking at weekly meetings and boards meetings
• Work with the CEO to execute tasks that need support
• Exercise absolute discretion at all times

Requirements

• Two or more years of experience supporting C-Level executives
• Exceptional organization and analytical skills
• Technically minded, comfortable using a CMS, and many other management software
• Great written and verbal communications with the ability to capture complex concepts and conveying them in simple, meaningful language
• Anticipate needs and provide high-level administrative support to the CEO
• Ability to interact with cross-functional teams and all levels of the organization
• Ability to make and edit presentations (ideally in the keynote)
• An understanding of confidentiality issues and the use of discretion is essential
• Be self-directed, take initiative and be proactive, excellent project management skills
• High-level of attention to detail and accuracy. Must exhibit flexibility, prioritization skills, and ability to multitask
• Experience working with financial and legal documents
• Passionate about Floom, technology, and flowers

Benefits

• Competitive salary plus share options (DOE)
• Healthcare and Dental
• Get to work remote, or in a local rented office
• A Macbook Air and any other software/hardware you need to your job
• Free Headspace subscription
• A budget to spend on Classpass app
• Join a young, engaged team all passionate in their fields and hungry for success
• Responsibility, opportunity and ownership – right from the start
• A hard working but empowered company culture 

Development Assistant

BETHESDA, MD (PREFERRED) OR REMOTE

FINANCE & DEVELOPMENT – DEVELOPMENT

FULL-TIME

Management Leadership for Tomorrow (MLT) is a non-profit organization that is changing the face of leadership in the private and social sectors. MLT provides high-achieving African Americans, Latinos, and Native Americans with a winning professional playbook, one-on-one coaching and door-opening relationships that accelerate their career paths from college to MBA to senior leadership. MLT has created a thriving network of more than 8,000 rising leaders and is fundamentally transforming the diverse talent pipelines at its partner organizations, including more than 100 leading corporations, nonprofits, and graduate business schools.

The Development Assistant provides administrative support to the Development department, with responsibilities including data entry (donation processing and acknowledgments), executive assistant support for the Vice President of Finance & Development, prospect research, and meeting and travel planning. The Development Assistant reports to the Senior Development Consultant.

The Development Assistant will:

• Serve as the primary data entry position for the Development Department, including processing donations and producing weekly tax letters and gift acknowledgments; creating and maintaining accurate donor records with updates provided by staff members; and conducting monthly reconciliations with the Finance department to ensure the integrity of the donation data.
• Function as the executive assistant to the Vice President of Finance & Development, focusing on scheduling and logistics.
• Prepare reports and prospect research for the Development Department and Office of the CEO.
• Make travel arrangements for Finance & Development department staff.
• Maintain the budget for the Development department, including monthly reconciliation, invoices, credit card logs, and reimbursements.

Required Skills & Competencies:

• Attention to detail and a proven track-record of organizing information and priorities, with a focus on creating and following efficient procedures that ensure timely and accurate data processing.
• Strong organizational skills with the capability to anticipate needs and proactively complete projects.
• Ability to work in a fast-paced environment and able to start and resume work on projects amid changing priorities, with a dedication to meeting deadlines and data accuracy.
• Commitment to data integrity with an interest in maximizing its usage to advance MLT’s mission.
• High-level computer skills; knowledge of Salesforce CRM a plus.
• Strong communication skills, written and verbal.
• Understanding of budgeting concepts; ability to maintain and reconcile budget.
• Ability to solve complex issues timely while under pressure.
• Ability to work with confidential information appropriately.
• Proficiency in conducting prospect research, utilizing web-based biographical and wealth-rating platforms.

MLT is committed to providing a safe and healthy workplace, and to modeling the highest degree of health standards for our Fellows, our Partners, and the communities we serve. We expect all MLT employees and contractors to be fully vaccinated, including booster, against the coronavirus (Covid 19), in accordance with ADA accommodations. Visitors to MLT’s Bethesda, MD office or remote work sites should also expect to comply with this requirement.

Please apply to a position with MLT only if you are willing and able to prove that you are fully vaccinated against the coronavirus, regardless of work location 

Administrative Assistant – Trident University International (Job Number: 44722)

Primary Location: United States-Home

Description

The Administrative Assistant will provide a wide variety of administrative support. To be successful in this position, the Administrative Assistant will need the ability to exercise good judgment in a variety of situations, have strong written and verbal communication skills, be highly organized, and have a strong ability to manage multiple priorities at a given time.

• Provide administrative support to the TUI leadership
• Organize and coordinate meetings, including but not limited to travel arrangements, catering, transportation, accommodations, meeting participants.
• Performs general clerical duties to include but not limited to: photocopying, faxing, mail distribution and filing
• Creates and modifies various documents using Microsoft Office
• Maintains Outlook calendar(s) in current and accurate status
• Creates / prepares meeting materials (e.g., PowerPoint deck; agendas) and ensure distribution to appropriate individuals in a timely manner
• Schedules, coordinates, and/or set up resources and technology needed for meetings / events
• Coordinates travel arrangements as needed
• Prepares and submits expenses reports as needed
• Records minutes at various meetings and archives them accordingly
• Collects data and synthesizes presentations from various sources and departments for meetings
• Ability to handle sensitive and confidential information.
• Performs all other related duties as assigned

Qualifications

Knowledge, Skills and Abilities, Competencies

• Demonstrate the ability to handle multiple projects/processes simultaneously in order to successfully meet guidelines and deadlines
• High level degree of integrity, professionalism, confidentiality and ability to multi-task a must
• Excellent communication, interpersonal, and organizational skills are essential
• Knowledge of operation of equipment such as PC, computer software, calculators, etc.
• Excellent understanding and application of proper punctuation, spelling and grammar
• Ability to compose correspondence, research and prepare documents
• Must be able to clearly communicate internally as well as externally
• Excellent proofreading skills

Education and Experience: Minimum

• High School Diploma or its equivalent
• 3 or more years of experience supporting executive level leaders

Education and Experience: Preferred

• Bachelor’s Degree from an institution accredited by an agency recognized by the U.S. Department of Education (or international equivalent) 

Administrative Assistant

Administrative | Los Angeles, CA | Full Time, Contract, and Temporary

A leading digital streaming network is looking for an Administrative Assistant. The successful candidate will provide administrative support to 2 Senior Vice Presidents in Marketing. The ideal candidate must be proficient in Zoom/video conferencing technology. The company offers a great work environment!

Administrative Assistant Pay and Benefits:

• Hourly pay: $25/hr
• Worksite: Leading digital broadcasting and media company (Remote – Must work West Coast hours)
• W2 Employment, Group Medical, Dental, Vision, Life, 401k
• 40 hours/week, 2 Month Assignment

Administrative Assistant Responsibilities:

• Provide administrative support to 2 Senior Vice Presidents in Marketing.
• Schedule meetings, manage calendar, take notes.
• Screen calls as needed.
• Assist with expense reports.
• Assist with additional projects as requested.

Administrative Assistant Qualifications:

• 2 to 3 years of previous administrative assistant experience is required.
• Excellent customer service skills.
• Proficient in Microsoft suite.
• Must be proficient in Zoom/video conferencing technology. 

Legal Assistant (Remote)

Why you?
You are an experienced professional with a positive outlook and a passion for helping others succeed. You are looking for a long-term career opportunity with a company that is committed to work-life balance, and that promotes a culture of respect, kindness and transparency. You are an excellent communicator, you take great pride in the quality of your work, you are a stickler for details, you are tech savvy, you excel at multitasking – and you do it all with a smile!

Why us?
As a premium remote staffing company we set the standard for remote professionals. We are proudly certified as a Great Place to Work, and our accolades include being named by Fortune Magazine as one of the “50 Best Small Workplaces”, and Entrepreneur Magazine in their Entrepreneur 360 List as one of the “Best Entrepreneurial Companies in America”. Military Friendly named us as part of the Top 10 Military Spouse Friendly Employers, and FlexJobs as a Top 100 Company to watch for. We are also accredited by Flexa as a truly flexible employer.

We believe that it is possible to have a rewarding career that doesn’t conflict with your personal responsibilities and life choices. Our diverse team includes parents, military spouses, caregivers, and those with unique life situations where working remotely, part time and on a flexible schedule is not just a ‘nice to have’. As a woman owned business, we are intimately familiar with the challenges women and minorities face in the workplace and we are committed to maintaining a diverse, equitable, and inclusive workplace for all. And of course, as a remote first company since our inception in 2012, we are long time established experts at leading and succeeding in a remote work environment!

For more information about our company culture and to hear from team members about their experience in roles filled with variety and new learning – visit our jobs page at https://boldly.com/jobs/

About the position
This is a rewarding long-term career opportunity to work alongside established Fortune 500 companies, senior-level executives, and successful business owners of small and medium size businesses as they make a greater impact in the world. As a legal assistant, you will have the opportunity to choose the companies that you support based on company values and your preferences, and to create long-term partnerships with the executives that you support as you develop new skill sets and get exposure to a variety of industries. You will join our team as a part-time W2 employee with the opportunity to become full-time in due course, based on performance.

As a legal assistant you’ll apply your professional skills in a wide range of tasks including:

• Maintaining appointment schedules and calendars.
• Planning and scheduling meetings, conferences, and travel.
• Organizing travel arrangements including flight and hotel bookings.
• Supporting legal firms or corporate/non-profit legal departments with administrative tasks as needed.
• Maximizing the executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating phone calls on their behalf.
• Email management.
• Creating PowerPoint presentations.
• Managing expenses.
• Conducting research on various topics.
• Providing customer/supplier support.
• Other executive admin responsibilities as needed.

Your Skills and Experience:

• A minimum of 7 years of experience in a role related to executive assistance and legal administration ideally working as a paralegal.
• Ability to multitask and prioritize work as needed.
• Excellent time management skills.
• Advanced knowledge of online tools and software such as Google Drive, Outlook, and Zoom.
• Ability to learn new tools quickly.
• Excellent interpersonal communication.
• Strong writing skills.
• Highly organized.
• A team player who is proactive, flexible, results-oriented and comfortable in a rapidly changing environment.
• Ability to work independently and under the pressure of deadlines.

Benefits you’ll love:

• W2 employment status
• Competitive pay (starting at $22 an hour)
• Opportunities for pay raises
• Generous PTO
• Paid holidays
• Paid parental leave
• Technology stipend

Show me the Perks, Perks, Perks!

• Flexible work hours
• Work part-time or full-time hours
• 100% remote (work from home)
• Steady work with the same clients for years!
• Choose the clients who you want to work with
• Join a team of like minded professionals
• Paid onboarding
• Work with a dedicated Team Leader to help you succeed with ongoing mentorship
• In house Technical Support
• Opportunities for collaboration with other members of the Boldly team
• Camaraderie and all around support with our Team Slack
• Learning and development opportunities in different industries
• A positive and thriving company culture that understands work/life balance
• An opportunity to grow with a leader in the remote work space
• Company newsletters, team shares, quizzes, prizes, charity events, and celebrations
• Fun company swag!

We are just getting started and the future is bright! Don’t miss out on joining us!

Boldly is currently hiring in the following 23 states:

• Arizona
• California
• Colorado
• Delaware
• Florida
• Georgia
• Illinois
• Kansas
• Massachusetts
• Michigan
• Minnesota
• Montana
• New Hampshire
• New Jersey
• New York
• North Carolina
• Ohio
• Pennsylvania
• South Carolina
• Tennessee
• Texas
• Virginia
• Washington 

Executive Assistant to the Executive Leadership Team

• AUSTIN, SAN FRANCISCO, DENVER, OR REMOTE (US ONLY)
• PEOPLE – PEOPLE OPERATIONS

Our Mission and Opportunity

Early education is one of the greatest determinants of childhood outcomes, is a must for working families, and has lasting social and economic impact. Brightwheel’s vision is to enable high quality early education for every child — by giving teachers meaningfully more time with students each day, engaging parents in the development of their kids, and supporting the small businesses that make up the backbone of the $100 billion early education market. Brightwheel is the most loved technology brand in early education globally, trusted by thousands of educators and millions of families.

Our Team

We are a highly distributed team supporting fully remote employees across every time zone in the US. We also have hubs in Austin, Denver, and San Francisco. Our team is passionate, talented, and customer-focused. Our exceptional investor group includes Addition, Bessemer Venture Partners, Chan Zuckerberg Initiative, GGV Capital, Lowercase Capital, Emerson Collective, and Mark Cuban.

We believe that everyone—from our employees to the students, teachers, and administrators we serve— should be given the opportunity to learn and thrive, whatever their background may be. We celebrate diversity in all forms because it allows our team and the communities we serve to reach their full potential and do their best work.

Who You Are

Brightwheel is seeking an experienced Executive Assistant to support our executive leadership team, including our Chief Operating Officer, Chief Technology Officer, Chief Finance Officer, and Chief Sales Officer. In this role, you will handle a wide range of administrative support tasks and juggle diverse responsibilities, all while gaining an inside view of a high-growth start-up. You enjoy working in a constantly-changing environment and streamlining hectic days. You are incredibly well-organized, flexible, a builder and maintainer of trust, and an amazing communicator. You are an ambassador of brightwheel, representing our executives’ vision and tone in all communications.

What You’ll Do

• Proactively provide high-quality support and strategic leverage to the executives
• Stay current on major projects and commitments of the executives, anticipating needs and assisting accordingly
• Manage executives’ complex calendars to maximize their time and productivity
• Aid executives in meeting preparation, including assembling information and creating documents/presentations in Google Suite
• Plan virtual team events and oversee team recognition programs
• Manage special projects as assigned

Qualifications, Skills, and Abilities

• 3+ years of experience providing direct administrative support to a senior executive and/or leadership team
• High attention to detail, strong sense of urgency, and exceptional communication skills
• Strong problem solving skills
• High level of confidentiality, discernment, and judgment
• Ability to remain flexible, embrace change, and manage uncertainty, all while thriving in a fast-paced environment
• Ability to work 9am-6pm PST hours to accommodate executives’ schedules
• Proficiency with Google Suite and Excel/spreadsheets

Brightwheel offers a competitive compensation package (base salary, equity and benefits) with a strong emphasis on equity-based compensation (ownership in brightwheel). For cash compensation, brightwheel sets standard ranges for all roles based on function, level, and geographic location, benchmarked against similar stage growth companies. In alignment with Colorado’s Equal Pay for Equal Work Act, the annual cash compensation for this role in Colorado is targeted at $69,000 – $108,000. Final offer amounts are determined by multiple factors including geographic location as well as candidate experience and expertise, and may vary from the amounts listed above. If you are applying from a different location and have questions on the compensation band for your region, please ask your recruiter.

Our benefits package includes premium medical, dental, and vision benefits, generous paid parental leave, a flexible paid time off policy, a monthly wellness and productivity stipend, and a Learning & Development stipend. 

Office Assistant

WHY YOU SHOULD APPLY

Our company is devoted to doing the best possible work for our clients and maintaining a fun, thriving environment for our team. You will work side by side with top talent to improve your skills and advance the company as a whole. We listen to your ideas and use them.

We offer opportunities for growth and training and the best profit sharing bonus plan in the industry. Up to 50% of all profits are paid out monthly to all full-time employees! All team members enjoy paid time off and subsidized gym memberships. We offer medical, vision, and life insurance in all US states.

100% of our team works remotely with the support of time tracking software. Our company culture has specialized in supporting remote team members for over a decade. We welcome your application, wherever in the world it’s coming from!

YOU SHOULD HAVE:

• Willingness to learn, grow, and collaborate with the team and company as a whole
• Excellent verbal and written communication skills
• A high level of discretion, ethics, and trustworthiness
• Intermediate spreadsheet skills (preferred)
• Innovative thinking and willingness to challenge existing methods where improvement is possible
• Experience in bookkeeping / financial record keeping (preferred)
• Experience with Google Sheets or Excel, Quickbooks Online, and G Suite (preferred)
• The availability to work 40 hours per week from 9:00 am to 6:00 pm PST
• Reliable space to work remotely – fast computer, quality internet, camera, microphone, speakers

YOUR DUTIES AND TASKS:

Duties and Tasks if Based in LA:

• Mail pickup at Downtown LA office twice per week
• Scan and organize mail digitally
• Record & Deposit client payments
• Collect and re-distribute company office equipment from staff in region (as needed)
• Valid driver’s license and reliable transportation in Los Angeles is required

Duties and Tasks:

• Answer phones and direct calls.
• Complete entry-level bookkeeping, including recording expenses, organizing receipts, and completing other transaction records.
• Resolve billing issues with clients and internal team members.
• Provide account access, usage reports, data analysis, and other ad hoc requests for team members.
• Support quality assurance checks of various internal and client facing reporting.
• Organize new client contracts, create invoices, and process client payments.
• Contribute to internal database maintenance, upkeep and data entry.
• Research, Order, & Distribute company-wide gifts (2-3 times per year).
• Organize company events, competitions, and special projects throughout the year.
• Facilitate company holiday, time off, and schedule variation calendars.

This is a position with a high opportunity for the right candidate to grow! Our successful office assistants have seen fast growth and promotion, both within the Accounting team and to other teams.

We are looking for talented and diligent candidates who excel in our skills tests, and will consider these candidates even if past experience or educational background criteria aren’t met. 

Community Coordinator (Assistant), Contract to hire

Remote, US

Community

Contractor

**NOTE** This is a remote (based within the U.S.) position. We will not be able to consider applicants outside of the U.S.

This is a contract role for approximately 3 months. After high performance throughout the 3 months, there will be an opportunity for full-time hire.

The Curriculum (Your Role):

We’re seeking a community coordinator who will help bring multiple community programs and projects to life. This role will involve a little bit of everything to keep the team running smoothly and our systems operating. You will assist in organizing, curating, and building courses in our Community Learning Hub, answering inquiries via email, scheduling and organizing small groups, interacting on social media, and analyzing feedback from educators. You must have exceptional organizational skills, thrive while multitasking, be an excellent communicator, and be very attentive to detail. You should also be self-driven and motivated to figure things out on your own. The community coordinator supports every member of the community team and goes the extra mile to support and advocate for our educator community.

Your Classmates (The Team):

You will join the Seesaw Community team and will work collaboratively and independently. You will support the work of several team members and will be expected to execute on your tasks, independently and efficiently.

Subject Matter (Your Responsibilities):

• Course building: One of our main community offerings are courses led by community educators. You will be responsible for building all courses and will work closely with educators to support them in their course creation. If updates are needed, you will be responsible.
• Email communication: You’ll both manage our community email inbox and initiate personalized email communication when needed. Your role is to always ensure educators are feeling supported and heard. This involves troubleshooting, responding to requests, and managing back and forth communication to resolve issues.
• Simple spreadsheet management: You will keep a close eye on internal and external community needs. Based on new information each week, you must anticipate data needs and kick off simple data inquiries alongside our data analyst. You will also create, organize, and prepare spreadsheets in Google Sheets in order to support community programs and initiatives.
• Live webinars and Q&A sessions: On a monthly basis, the community team hosts live webinars and sessions where educators in the community can gain extra help and support. In this role you can expect to support or lead these sessions when needed.
• Community engagement and support: You will closely monitor all social media channels and respond to questions, comments, and requests. You will establish relationships with the community and will enable the community to help each other to answer questions, get inspired, and build connections.

Prerequisites (The Requirements):

• You have a deep passion for education and have taught or supported educators in previous roles.
• You are detail-oriented. You’re the first person to notice a typo, a mistake, a misalignment – and you double-check all of your work before sharing with the team or our global audience.
• You are an excellent listener and note-taker. You keep track of the pain points our community experiences, so next time we can do it better. You notice key themes as they bubble up and bring those to the team’s attention weekly. You take notes as projects are assigned to you, to ensure you’re not missing any pieces.
• You are an excellent multitasker. You are able to manage multiple responsibilities at once by focusing on one task while keeping track of others. You’re able to prioritize and change direction when needed.
• You are a strong communicator. Your job is to support all efforts across the team. You ask comprehensive questions to understand the problem and you communicate your project status (successes and hurdles) as you progress.
• You are a helpful problem-solver. You don’t just notice a problem, you jump in and fix it! You are able to troubleshoot independently and figure out solutions. If you need support, you put together a document with your solutions and ideas.
• You are curious. You want to know what works, what doesn’t, and why. You’re excited to try something new, and are constantly looking for new ways to improve. You are adaptable and receptive to feedback. You learn as you go and apply those lessons in real time.
• You are creative! You may be tasked to create a slide deck or build a graphic in canva. You can create something that looks good and needs minimal feedback.
• You are interested in Google Sheets and data. You will be in the weeds on spreadsheets weekly, organizing and preparing our data for various community systems. You will also be expected to troubleshoot sticky data problems and work with our data analyst to find solutions.

Preferred Qualifications (Extracurriculars):

• 5+ years of classroom teaching experience.
• Experience using Seesaw
• Existing member of the Seesaw Community (Seesaw Pioneer, Ambassador, or Certified Educator) a plus
• An associates or bachelors degree in Education, Teaching, Instruction or a related field.
• Canva expertise (or another design software)

Don’t let the confidence gap get in the way of applying! We’d love to hear from you.

Seesaw provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religious creed, color, sex, sex stereotype, gender, gender identity/gender expression/transgender, national origin, ancestry, physical or mental disability, medical condition, genetic information/characteristics, marital status/registered domestic partner status, age, sexual orientation, or military or veteran status. In addition to federal law requirements, Seesaw 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. 

Executive Assistant to C-Suite Executive

Remote or Montreal

Driven by the mission to democratize education, Paper is the largest provider of educational support, supporting millions of students through partnerships with thousands of school districts. Paper helps deliver true educational equity through their category leading Educational Support System (ESS) that offers virtual access to 24/7 tutors and essay reviewers. Founded in 2014, Paper philosophically believes that all students should be given the tools and resources to reach their academic potential, independent of socio-economic status, geography, language or other barriers. We are headquartered in Montreal, Quebec with remote employees across the US and Canada. Paper is proud to have been named by GSV as one of the most transformational growth companies in digital learning.

Reporting to the Executive Assistant Team Lead, the Executive Assistant will support a C-Suite Executive.

Responsibilities

• Completes a broad variety of administrative tasks for the C-Suite Executive including: managing an extremely active calendar of appointments; ensuring submission of expense receipts are completed in a timely manner; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Act as a dynamic support system and get involved with and assist with projects as needed.
• Plans, coordinates, and ensures the C-Suite Executive’s schedule is followed and respected. Provide a “gatekeeper” and “gateway” role, creating win-win situations for direct access to the C-Suite Executive.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the C-Suite Executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-
• through on projects to successful completion, often with deadline pressures.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings.

Requirements

• Minimum 5 years of experience in Administrative Support
• Strong proficiency in email and calendar applications
• Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships with stakeholders, clients, and team members.
• Expert level written and verbal communication skills. 

Administrative Assistant #22-0024

Remote – Nationwide

The Global Services & Engineering organization is looking for a talented, self-starting Administrative Assistant with one or more years of experience. The successful candidate will be detail-oriented, highly organized, and a problem solver.

This role will support the administrative and business office needs of our SVP, Services & CTO and the leadership team. Key responsibilities will be organizing, scheduling, and coordinating content creation for critical client and internal business meetings.

The ideal candidate will thrive working independently and within a team. The successful Administrative Assistant works optimally in a dynamic and flexible environment, with quickly evolving priorities and timelines.

The ideal candidate will have proven ability to exhibit the utmost discretion and confidentiality of all activities that they participate in, organize, or become aware of. This position reports to the Director, Services Initiatives & Operations.

Job Responsibilities/Essential Functions/Competencies

• Manage the schedules and travel arrangements of the defined leadership team.
• Provides executive assistance for a wide range of senior management functions, including client meetings, new business development, recruiting, marketing, board meetings, and budgeting.
• Coordinate the scheduling and handle logistical arrangements for internal and external meetings.
• Exercises extreme diplomacy in managing the expectations of external (customer, vendor, partner, media, etc) stakeholders regarding executive availability and other asks.
• Coordinate with internal and external vendors to organize and execute on internal and external events as needed. Including biweekly staff meetings, quarterly senior management meetings, client meetings, and other events as they arise.
• Carry out all responsibilities and assigned tasks in a professional manner with the highest standards of excellence.
• Manages the coordination of content creation for Board updates, client presentations, and executive leadership meetings
• Works with the leadership team to assist in aligning and contributing to cross organizational communications and training activities
• Proactively works with the leadership team to resolve localized office needs
• Manages administrative tasks such as meeting notes, action items, follow ups for all leadership meetings

Education

• High School Diploma – required
• Associates or Bachelor’s degree – preferred

Certifications

• None

Work Experience

• Excellent organizational skills, exceptional attention to detail
• Excellent written and verbal communication skills and advanced administrative skills.
• Proactive work ethic and a proven ability to plan ahead and anticipate needs.
• Strong time management skills translating to an ability to multitask and meet deadlines
• Experience handling a wide range of administrative and project-support tasks, including complex scheduling, travel arrangements, training schedules, etc
• Significant experience with MS Office (Word, Excel, PowerPoint), Outlook, OneNote, SharePoint, etc.

Specialized Knowledge, Skills, and Abilities

• A collaborative team player with excellent interpersonal skills
• A creative, strategic thinker who can solve problems with meticulous attention to detail
• Strong decision-making ability, problem-solving skills, commitment to quality and proven ability to exercise good judgment.
• Ability to manage ambiguity and maintain confidential information
• Positive, professional, and congenial attitude

Working conditions (if needed)

• Remote. Some travel to the STL office may be required 

Executive Assistant to the CEO

at Cerebral

Remote (United States)

*This is a 100% remote role*

Our Company:

At Cerebral, we’re on a mission to improve access to long-term, high-quality mental health care for all. We believe that everyone, everywhere deserves to get the care they need. And how are we doing this? By making care convenient and accessible and tackling the stigma that surrounds mental illness.

Since launching in January 2020, we have gone from a team of 5 to over 2,500 team members across the United States and in the United Kingdom working hand-in-hand to transform access to high-quality mental health care at scale. Our team will not stop building, growing, and iterating until everyone, everywhere can access high-quality mental health care without the high cost, long wait times, and stigma. Simone Biles, world champion gymnast and mental health advocate, joined Cerebral as our Chief Impact Officer to help further our mission.

We are the fastest mental health company ever to achieve unicorn status, having raised over $462 million and achieving a valuation of $4.8 billion in under two years. Cerebral’s investors include SoftBank Venture Fund 2, Silver Lake, Access Industries, Bill Ackman, Chris Burch, WestCap, and Oak HC/FT.

It is just the beginning for Cerebral, 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 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. 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.

Responsibilities:

• Proactively provide high-quality support to the executive team.
• Stay current on all projects and commitments, anticipating needs and assisting accordingly.
• Maintain and manage a complex calendar, including travel arrangements and internal/external meetings.
• Ensure our executive team 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.
• Manage special projects as assigned.
• 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.

Requirements:

• 3+ years of experience supporting a C-suite executive in a fast-paced executive assistant role, ideally at a high growth company.
• 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.

Must be based in the U.S. and legally authorized to work in the U.S. on a full-time basis. We are not able to sponsor work visas at this time. 

Executive Assistant

• REMOTE, USA
• FULL TIME

The opportunity

Unity Technologies is seeking an Executive Assistant to support our executives and leaders within a business unit. As a partner and first-line of communication with our leaders, you will work closely with members of our C-Suite, company executives, other assistants, and employees from across the company to ensure a smooth and effective workflow for your Executive partners and their teams.

We are looking for an experienced Executive Assistant with outstanding a stellar interpersonal demeanor, and an ability to critically and quickly solve problems. Outstanding organizational skills are crucial! You will have proven the ability to form lasting partnerships across all levels to help ensure the success of Unity’s executive leaders and the teams that they lead.

What you’ll be doing

• Manage extensive calendaring and balancing of conflicting priorities
• Plan, coordinate and oversee logistics for team onsite & offsites, meeting venues, catering, AV, and coordinating group travel
• Prioritize sophisticated task lists and meet deadlines with little direction
• Skillfully manage calendar events and prioritize daily tasks efficiently and effectively
• Collaborate with all levels of the organization, including C-level executives and stakeholders, as well as internal teams and external vendors

What we’re looking for

• Proven track record to operate in hyper-growth environments, where building relationships has been critical to getting things done
• Proficiency in Google applications, MS Office Suite, and expense programs
• Excellent written and verbal communication skills – ability to gather information from people while developing strong internal/external relationships
• High integrity and ability to maintain confidentiality of sensitive information
• Prior experience with sophisticated expense reports that include transactions from multiple countries

You might also have

• Experience organizing team social events 

Administrative Assistant (Remote)

United States

Administrative Assistant (Remote)

We are looking for an experienced Administrative Assistant for a global B2B high-tech company. This role will be responsible for providing analytical and specialized administrative support to the Leadership team.

• This is a 6-month project, 40 hours per role. Remote in the US.
• This is a w2 role as a Stage 4 Solutions employee, health benefits, and 401K offered.

Responsibilities:

• Provides analytical and specialized administrative support to relieve executive, administrative, and line and staff managers of complex details and advanced administrative duties.
• Executes special or continuous research and data analysis tasks.
• Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations.
• Coordinates activities between departments and outside parties.
• Contacts company personnel at all organizational levels to gather information and prepare reports.

Requirement:

• 5+ years’ experience in supporting Director/VP level staff.
• Organized with exceptional communication skills and ability to manage a variety of high priority projects from multiple management and professional levels
• Professional demeanor and soft skills
• Positive and personable can-do attitude
• Proficient in Zoom, Microsoft Office suites (Word, Excel, PowerPoint, Outlook), Concur
• Experience handling confidential materials 

Virtual Assistant

40+ hours/week

Please Note: This job is being posted on behalf of Tiffany Zhong (islands.xyz) by Profit Factory (https://www.profitfactory.com/). Profit Factory is a company that works with entrepreneurs to match them to assistants.

Tiffany Zhong is the founder and CEO of Islands XYZ, Inc., a technology company that builds economic infrastructure for the creator economy. Communities of all sizes can use our software to manage digital assets and pay people and projects globally. Our vision is to create a new community platform that is open and accessible. We are funded by major VC funds and individuals such as founders and executives from Reddit, Twitch, Shopify, Notion, Coinbase, and more.

If you’re excited to be part of a creative, cutting-edge, fast-moving startup environment then we look forward to hearing from you!

We’re looking for a confident, resourceful, highly organized assistant who has exceptional attention to detail and can run multiple tasks seamlessly. Some of your responsibilities will include managing Tiffany’s calendar and prepping her for meetings, handling travel arrangements (both domestic and international), setting priorities while triaging emails and meetings, event planning, communicating and providing updates throughout the day to ensure that everyone is on the same page, creating and maintaining processes and procedures and helping to keep Tiffany on-track and organized while handling a variety of different tasks seamlessly and efficiently. Having experience in a startup environment and a creative “thinks outside the box” mindset is ideal!

In addition to the above, a successful assistant would possess the following qualities:

• has the ability to see the tiniest detail, and thrives on making sure those details are in order
• exceptional written and verbal communication skills
• motivated, self-starter, who takes initiative, is always one step ahead of their boss’s needs
• confident & assertive – speaks up when necessary and is not afraid to ask for help when needed
• reliable & transparent – is upfront, honest, and learns from their mistakes
• a trusted gatekeeper who can maintain and protect confidential information
• committed to excellence – with a strong, loyal and dedicated work ethic
• creative problem solver who comes up with ideas and solutions
• super responsive, knows how to prioritize, and has good decision-making skills
• outstanding follow-through skills – always communicates and keeps your boss in the loop
• someone who honors their commitments, doesn’t overpromise or underdeliver and can be counted on to get the job done
• has a knack for technology and is quick to pick up on new tools and systems

You’ll need experience with or come ready to use the following tools:

• Google Suite

Knowing these tools are not required but is a huge plus!

• Notion
• Telegram
• Slack
• iMessage
• 1Password
• Owning a MAC Computer or an iPhone is a must as we use Apple communication tools

Position Details

• This is a contractor position with the possibility of moving to a W2 position in the future.
• You must have at least two years of administrative assistant experience.
• This is a full-time 40+ hours per week position.
• Hours are flexible, however, you must be available to answer client inquiries/emails during normal business hours (9-6 pm PST).
• Some tasks can be done during flexible hours as long as expectations are communicated and met. Off hours and weekends may be needed at times and can be discussed between you and our founder.
• The starting pay rate for this position is $24/hr.
• We’re looking for someone to become a long-term (3+ years) member of our team.

How to Apply:

Email: jobs@profitfactory.com (Please do not contact Tiffany Zhong of Islands directly. Doing so will disqualify you for the position.)

In the subject line, please write, “Hi, I’m (your full name) from (insert your city & state). I’m interested in the Islands Virtual Assistant position.

In the body of the message, please write me a 14 sentence email including:

• One sentence opening salutation that says: “Hi, I’m (your name) from (city, state).”
• Paragraph #1: Reason(s) why you think this job is a good fit for you, including your experience, number of years as an administrative assistant, and the type of tasks you handled. Let us know if you have experience working in a startup environment. (black font, Verdana, 3 sentences)
• Paragraph #2: Tell about your self-sufficient, organizational and multitasking skills, and what having “outstanding follow-up skills” means to you. (red font, Verdana, 3 sentences)
• Paragraph #3: Tell us if you own a Mac or iPhone and if you have access to iMessage. Tell us your level of proficiency (beginner, intermediate, proficient) with Google Suite and Notion. If you have an interest or understanding of Web3 let us know here. (blue font, Verdana, 3 sentences)
• Paragraph #4: If you are/are not currently working (if you are working please let us know when you will be able to start this position), the hours you are available to work, where you see yourself in three years, and how you would describe yourself in three words. (black font, Verdana, 3 sentences)

One sentence closing providing the following:

• a closing salutation including your name, email address, and phone number. If you have a LinkedIn profile please include the link.

Be sure to attach a resume in a pdf format. Thanks! 

Location:  US & Canada Locations Only (PST); 100% Remote

Have you…

• Worked for a busy entrepreneur before? 

Are you…

• A problem solver & love processes? 

Do you…

• Live on PST or HST? (ie. timezone)

If yes, then read on!

Who are we?

SaaS Academy Team has BIG goals and we are on a mission to help 5000 Software as a Service (SaaS) companies grow to new heights through world-class coaching and training.

Our CEO, Dan Martell (SaaS Academy & High Speed Ventures) is an award-winning entrepreneur and investor who has founded multiple successful companies. He was named Canada’s top angel investor and he’s invested in over 40+ amazing companies like Udemy, Intercom, and Unbounce.

We are a 100% remote team distributed worldwide and we offer Unlimited PTO, health benefits, development training, and a robust and nourishing culture & team that is world class.

Now, we need you – yes, you – to help us scale to new heights and continue to provide incredible support to entrepreneurs.

We’re not slowing down and we want to run faster! The only current bottleneck is this position.

What’s the gig? 

We’re searching for an experienced assistant to execute on administrative tasks and manage projects for our Chief Executive Officer (CEO), Dan Martell. This isn’t a position for the faint of heart.

We’re a team of driven, A-players who have high expectations and high output.

If you’re easily overwhelmed or uncomfortable working in a fast-paced remote environment, this position won’t be a good fit for you.

This role will work closely with the CEO to manage his time, calendar, and inbox.

The North Star principles for this position are:

• Protect CEO’s Time: Filter all inbound requests to keep an eye out for those people/places/things that are important and help prioritize them.
• Efficient Calendar Management: Be clear, committed, and include context.
• Ensure that Everyone Appreciates the Response: Whether that’s a clear ‘yes’ with the appropriate calendar info for an upcoming meeting, or a ‘not at this time’ reply, every email and correspondence should be answered clearly and kindly.
• Read the Play: Be preemptive and proactive. Come prepared and aware of all the moving pieces and how to address them ahead of time.

You’ll excel in (and enjoy) this position if you:

• Flourish within a constantly evolving organization and space
• Can roll up your sleeves to get absolutely anything done
• Are Tenacious and driven
• Are looking to learn in a high-performing team – This is the perfect opportunity to learn how business grows at scale.
• Can take direct feedback, learn and implement.
• … and also provide candid feedback to all levels of leadership, including the CEO

In short, does this sound like you?

• Organizer. You have impeccable attention to detail, you look to improve processes and you anticipate every eventuality.
• Strategist. You approach a project methodically and you’re a keen problem-solver.
• Communicator. You have excellent written and verbal communication.
• Adaptable. You thrive when you need to find solutions fast and you work fast and efficiently to get the job done.
• Efficient. You know how to manage your time well and can help others do the same.
• Initiative. You anticipate needs and enjoy tackling new challenges.

Further, the skills that are a big plus for this role:

• You’re familiar with Xero, Hubspot and Asana
• Experience with Google Sheets and data analysis/reporting or project management will be super helpful.
• You’ve worked in a fast paced entrepreneurial environment before.

What You’ll Do

Some of your projects might include:

• Working closely with the executive team and external stakeholders to plan new projects and make sure all the appropriate stakeholders are involved and completing tasks on time.
• Setting up client meetings and all scheduling with the CEO
• Researching best practices and presenting your findings
• Preparing reports for weekly executive meetings.

Overtime, the goal is that you’ll become an extension of our CEO by having the ability to anticipate needs, see around the corner, and remember things before he does. Because of this, the ability to build trust quickly is critical. We desire a high level of professionalism, confidentiality, discretion, and judgement, in both written and verbal communication.

Why you? 

At a minimum, you have:

• 3+ years of experience in a similar role
• A proven track record in your ability to get things done.
• A serious growth mindset. Personal development built into your day, week, and year.
• You can hold your own. You make decisions decisively, and are able to take direct feedback.
• A drive to help others transform their business and life!
• Hands-on experience with tools like G-Suite, Excel (or Sheets), Asana, HubSpot, Slack, Zoom, etc.
• Excellent organizational and time management skills.
• Incredible communication and interpersonal skills.
• You have experience delivering online.
• You are based in Canada or the USA and live in the Pacific time zone. Hawaii is also acceptable.

Like what you see?

If you’re thinking: “This is totally me!” then be sure to apply below.

Even if you’re thinking: “This definitely could be me!” apply below, anyways — we love diverse and non-traditional backgrounds.

Also, if you have applied for a job like this with us before then please do let us know or apply again.

We can’t wait to meet you!

Please check out the How We Hire section on our website to see what the steps are for our hiring process.

Required Experience and Qualifications

• Experience: 3 – 5 years in Administration Assistance (Required)
• Graduation: Bachelor’s Degree (Preferred)
• Fluent in written and spoken English (Required) 

Location:  US & Canada Locations Only; 100% Remote

Are you

• an individual that likes to make plans, create lists, coordinate people and ensure that things get done the right way quickly?
• Are you a problem solver & love processes?
• Do you have a servant’s heart?

If yes, then read on!

Who are we?

Dan Martell is an award-winning entrepreneur and investor who has founded multiple companies. He was named Canada’s top angel investor and he’s completed over 40+ investments with amazing companies like Udemy, Intercom, and Unbounce.

The Dan Martell | SaaS Academy Team is on a mission to help Software as a Service (SaaS) companies grow to new heights through world-class coaching and training.

Now, we need you – yes you – to help scale to new heights and continue to provide incredible support to entrepreneurs.

What’s the gig? 

In fact, we’ll  say right from the start: this is a rolling job posting — we’re constantly looking to add assistants/associates to join our team in a number of departments. This could be working as an entry-level within CS, a seasoned Admin within our Operations team, or somewhere in between!

(The important part is that you fit the following)

Who exactly are we looking for?

• The kind of person who lives to organize (your pencils sorted by size and color).
• Someone who puts people and customers first.
• Eager to do a variety of work, and to absolutely crush it.
• Be great with technology, and determined to learn new things quickly.
• Able to move fast with minimal/no errors.
• Proudly sporting 1+ years in an assistant/associate role.
• Fueled by the quality of your work and personal satisfaction in a job well done.
• Highly adaptable and driven.
• Are able to catch the even smallest grammar mitsakes. 😉

Our team works together to help others make their dreams a reality. Now, we need you – yes you – to help scale to new heights and continue to provide incredible support to entrepreneurs.

What You’ll Do

The daily responsibilities in this role include, but are not limited to:

• Process and manage email inbox and calendar (G-Suite).
• Schedule meetings & interviews.
• Work with legal paperwork including speaking agreements and team/contractor NDA’s.
• Set-up eSigning documents for Dan Martell (HelloSign).
• Initiating and completing orders and purchases.
• Completing varied research projects.
• Research, booking & coordinating travel / accommodations.
• Working with Customer Success on Client follow-ups.
• Webinar support.
• Processing voice tasks (using Voxer)
• Assisting in Video coaching calls, liaison for questions, etc.
• Creating surveys/questionnaires (Typeform).
• Editing copy/content with an efficient, keen eye for detail.
• Other duties as required.

Why you?

Our ideal candidate has these top qualities and qualifications:

• Must be process-oriented.
• Must be a people person. Someone who knows how to make others feel special. Going that extra mile for clients. It’s all about the little things.
• Must have comfort with using a variety of software technologies. The software we use includes Front, G-Suite, Bamboo, Typeform, Voxer, HelloSign, Asana, Zoom, Hubspot, etc.
• Must be smart and resourceful. Someone who can overcome a challenge by thinking outside of the box.
• Must be open to embracing the entrepreneurial lifestyle.
• Must have experience working in a fast-paced environment.
• Must have great grammar and spelling skills with high attention to detail.
• Experience being a Freelancer is considered an asset – The attitude, drive, and time-management skills to work from anywhere. That’s right, there is no office.
• All around, someone who has the drive and determination to do great things.

Like What You See?

If you’re thinking: “This is totally me!” then be sure to apply below. Even if you’re thinking: “This definitely could be me!” apply below anyways — we love diverse and non-traditional backgrounds.

To ensure that you’ve read the whole ad, please sneak the word ‘Mountain’ somewhere into your application.

We can’t wait to meet you!

Please check out the How We Hire section on our website to see what the steps are for our hiring process.