Executive Assistant

The Executive Assistant plays a critical role in supporting the entire team and ensuring the smooth operation of daily activities within a fast-paced recruiting software startup environment. This position requires a proactive, organized, and detail-oriented individual who can anticipate needs, prioritize tasks, and maintain confidentiality.

About us: We are a small startup team building a software product for recruiting professionals to help them find and engage with candidates in the US. We are a mix of product, operations, and engineers. All of the full-time employees are based across the US, and there are a couple of contractors in Ukraine and Pakistan. We are a fully remote team. We are passionate about our growing our product and our company, but we also love sharing about our kids, pets, and travels with each other! Because we are a startup, the needs and priorities can shift depending on what’s going on. Below are some examples of the type of work someone might do, but the full scope really depends on the individual and what they’re good at!

We don’t expect any one person to be able to do everything below perfectly, but if you think you are pretty awesome at about 70% of this, we’d love to talk to you.

Example Responsibilities:

1. Administrative Support:
– Manage executives’ calendars, scheduling meetings, appointments, and conference calls.
– Occasionally coordinate travel arrangements, including flights, hotels, and transportation.
– Prepare and edit correspondence, presentations, and reports.
– Handle incoming email communications and respond or redirect as necessary.
– Maintain organized digital filing systems (Google Drive) and ensure all documents are properly stored and accessible.
– Take notes from meetings and summarize and follow-up with action items.

2. Project Management:
– Assist in the planning and execution of special projects, events, and company initiatives.
– Coordinate with internal teams to gather information, track progress, and ensure deadlines are met.
– Prepare materials and presentations for meetings and presentations.

3. Communication and Relationship Management:
– Liaise with other team members to ensure timely communication and collaboration.
– Foster positive relationships with team members and external contacts.
– Strong written and verbal communication in English is a must.

4. Information Management:
– Conduct research and gather information as needed for projects, presentations, and reports.
– Maintain confidentiality and discretion when handling sensitive information.
– Stay informed about industry trends, market developments, and competitor activities.

5. Office Management:
– Assist in onboarding new employees and providing administrative support as needed.
– Support other administrative tasks as required to ensure the efficient operation.

6. Customer Support and Role Fulfillment
– Help deliver candidate results to customers, including data cleanup, uploading results into our proprietary software, communicating with customers via email as needed, working with sourcing contractors to ensure roles get filled, and tracking progress of new incoming customer role submissions
– Create instructions / update instructions for various features of our product

7. Product Support (can give more of this work if you have an interest in software and product development / want to learn!)
– Creating and writing Github tickets
– Keeping roadmap up to date
– Synthesizing user interview data
– Reviewing and giving feedback on UX designs
– QA user testing

8. Sales
– Research potential customers that match our Ideal Customer Profile
– Send out personal messages to potential customers
– Follow-up personally with potential customers

Qualifications:

– Full proficiency in written and spoken English
– Proven experience as an executive assistant or similar role, preferably in a startup environment.
– Excellent organizational and time management skills, with the ability to prioritize tasks and multitask effectively.
– Strong communication skills, both written and verbal, with attention to detail.
– Proficiency in Google Suite and other productivity tools.
– Discretion and confidentiality when handling sensitive information.
– Ability to work independently and collaboratively in a fast-paced environment.
– Ability to overlap over 50% of working hours with US Central Time Zone

Tools we use (any familiarity with these or similar tools are helpful but not mandatory; however, tech savviness is a must): Github Projects, Google Suite (Gmail, Sheets, Slides, Docs, Drive, Calendar, etc.), Notion, Slack, PostHog (or experience with any web analytics tools), Click to view (or familiarity with any email marketing software product)

Benefits:

– Flexible paid time off and local holidays
– You get to work with nice, respectful people 🙂
– Meaningful work – we’re building a new company!

Hiring Process and Instructions:
1. Submit application – please include which item(s) above specifically make you a great fit for this role
2. Select candidates will be invited to a one-way recorded video interview
3. Those who pass the video interview will advance to a two-way interview with one of one of the Co-founders and Chief Product Officer