Executive Assistant (Contract)

Ontra is seeking a temporary Executive Assistant to support C-Suite company executives with a broad range of executive administrative tasks, including calendaring, travel coordination, administrative communications, small-scale event planning, and other personal assistant tasks.

The Executive Assistant will regularly represent Ontra, our CEO, and other executives to internal and external stakeholders. This role requires exceptional multitasking abilities, strong communication skills, and the capacity to handle confidential information with integrity and discretion. If you are looking for fast-paced, dynamic work, we’d love to meet you!

What you’ll do

• Calendar Management: Manage the daily calendars of Ontra’s executives in an organized fashion, including scheduling meetings and appointments, ensuring no conflicts, ensuring all meetings have required materials prepared, and ensuring all attendees are up to speed.
• Travel Coordination: Coordinate and arrange all executive travel, including hotel booking, transportation, meal coordination, and group activity planning for domestic and international travel.
• Relationship Building: Nurture personal and professional relationships and serve as a primary point of contact between executives and their internal and external networks through thoughtful, professional, and timely communications and gifting.
• Correspondence: Handle all correspondence, emails, and phone calls, responding on behalf of executives when necessary and ensuring appropriate follow-up to enhance efficiency and improve responsiveness.
• Prioritize Requests: Organize and prioritize incoming requests and information, delegating when appropriate and ensuring tasks are completed efficiently.
• Administrative Duties: Manage additional administrative duties, including errands, planning social events, booking appointments, and other everyday tasks required to free up capacity for the executive.
• Personal Assistant Duties: Manage a broad scope of personal projects for Ontra’s executives, including home and car maintenance, vacation research and booking, party planning, and vendor coordination.
• Research Projects: Conduct research, compile data, and prepare reports or presentations as required by the executive.
• Confidentiality: Maintain a high level of confidentiality and discretion in handling sensitive information and situations.

What you’ll bring

• Experience: 3+ years supporting C-suite executives in an administrative position.
• Administrative Expertise: Demonstrated understanding and application of a variety of administrative software and procedures; Google suite experience preferred, with a focus on Gmail, Google Calendar, and Google Sheets.
• Logistics: Must be willing to commute to 90292 on a frequent basis (at least a few times a week); Must have regular access to reliable personal transportation, possess a valid driver’s license, and maintain active auto insurance coverage with a minimum $100K/$300K limits; and must be comfortable around dogs.
• Confidentiality & Discretion: Commitment to maintaining confidentiality and discretion when presented with sensitive information, such as personal details, financial information, business plans, etc.
• Problem-Solving: Natural ability to anticipate and resolve administrative and other problems with little to no guidance.
• Attention to Detail: Extreme regard for detail and commitment to flawless work.
• Communication: Demonstrated ability to communicate in a clear, concise, thoughtful, and effective manner; possessing the intellect, maturity, sophistication, and self-awareness to engage effectively with executive and board-level stakeholders
• Project Management: Ability to manage medium, complex projects involving cross-functional stakeholders, vendors, and outside resources.