The Executive Assistant will report directly to the President and help manage the day-to-day operations of the President’s office, ensuring smooth workflow and assisting in decision-making processes. You will manage the President’s schedules and communications and perform various administrative tasks that help them accomplish their job. You also will be responsible for representing the President’s office in both in-person and virtual settings.
This is a mostly remote position but will require some in-person work and travel. There is a requirement to be able to maintain work hours that are in the Eastern Time zone.
Responsibilities
- Act as a liaison between the executive, other employees, and external partners and collaborators to help build and maintain strong relationships.
- Assist the President in problem-solving, decision-making, and prioritizing tasks.
- Attend meetings, take notes, and distill down the key takeaways, action items, and follow-ups for the President.
- Handle incoming and outgoing communication on behalf of the President, including placing phone calls, drafting emails, managing the email inbox, and other inquiries.
- Conduct research, gather and analyze data, prepare reports or presentations, and provide recommendations or alternative solutions to help inform decision-making and strategic planning.
- Manage the President’s professional and personal calendar, including scheduling, rescheduling, and prioritizing appointments and meetings.
- Provide general administrative support to the President, such as managing expenses, minor accounting duties, processing invoices, and handling any other administrative tasks as required.
- Scan, organize, and maintain electronic documents, files, and records, ensuring information is accurate, up-to-date, and easily accessible.
- Assist with planning and organizing professional events, including interfacing with agencies, coordinating guest lists, managing invitations, securing venues, arranging decorations, and overseeing logistics.
- Plan, manage, and iterate very complex travel schedules for the team
- Ensuring all necessary travel documents are in order and necessary arrangements are made.
- Enter and manage tasks using a variety of digital tools like G-Drive, and browser-based calendars, on behalf of the President.
- Maintain confidentiality and discretion in handling professional and personal sensitive information, documents, and discussions within and outside the organization.
About you
- Strong organizational and multitasking skills
- Exceptional ability to execute reliably, solve problems proactively, pay close attention to details, and prioritize time and tasks
- Ability to learn and adapt to new software and technologies
- Proficient in Microsoft Office Suite and Google Suite applications
- Excellent English verbal, written, and interpersonal communication skills
- Maintain high discretion and confidentiality regarding personal, financial, and sensitive information
- Ability to work independently and proactively in a fast-paced, dynamic, and remote work environment
- Resilience to navigate competing priorities and constant change
What we offer
- We’re fully distributed. This means you can work anywhere within US time zones. Whether it’s your favorite coffee shop or your living room or a coworking space we help cover, Signal gives you the flexibility to make your work work for you..
- Excellent healthcare, vision, and dental with all premiums covered.
- Our 401(k) plan matches your contributions (without any vesting period) up to $20,500.
- We’re stable, well-funded, and driven by our privacy mission, not profit. This means we’re capable of focusing on what is best for users without distractions or compromises.
- Feel good about what you do. Signal is building core infrastructure for truly private digital communications. We don’t participate in the surveillance business model, and we are proud of the integrity and transparency of our work.
- Paid Maternity/Paternity leave.
- Salary range based on experience: $120,000 – $140,000.
- 20% base salary bonus potential.
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