Executive Assistant

About the role

We’re looking for an Executive Assistant to be a supportive force who empowers our senior leadership, providing support for varying C-Suite executives, corporate initiatives, and Austin HQ projects. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to details. You must be creative and enjoy working in a fast-paced environment that is mission-driven, results-driven, and people-oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. You must have the ability to work independently on projects, from conception to completion, and be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This role requires a person who is extremely proactive and not afraid of change.

Responsibilities

• Proactively support Everly’s Chief Financial Officer (70% of time) and Chief Commercial Officer (10% of the time).
• Complete a broad variety of administrative tasks for the CCO and CFO: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed travel plans, itineraries, and agendas.
• Organize and own their time management and calendar. Understand their goals and priorities and plan their day accordingly. Schedule meetings and track to make sure the correct preparation is completed prior to each meeting. This may include following up on deliverables or creating them on behalf of your executive.
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Provide a bridge for smooth communication between the CCO, CFO, and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Plan all travel arrangements: flights, car service, hotels, ridesharing, etc. Know your executives' travel preferences to book travel on their behalf and plan travel itineraries seamlessly.
• Organize executives’ inboxes and draft written communications on their behalf.
• Prepare presentations, update tracking systems and project plans, handle records, and manage other confidential material on behalf of your executives.
• Plan meetings, order food, and monitor office supplies as required for Everly Health’s Austin office. Make necessary arrangements for reserving conference rooms and technical setup to assure meetings are well organized and successful.
• Manage AR and AP processes, both processing expenses and reaching out to partners for payments related to initiatives that your executives are sponsoring. Review related invoices for accuracy and submit them to accounting.
• Represent the culture of Everly Health by creating a welcoming and energizing work environment.
• Assist in maintaining Everly Health’s corporate offices to ensure our employees can do their best work.
• Partner with the executive assistant team to ensure snacks and supplies are fully stocked for employees.
• Occasionally assist with event organization, including sourcing and organizing vendors, locations, catering, etc. This may require being physically onsite at a meeting location to assist.

Requirements

• Bachelor's degree or 5 years minimum experience as an Executive Assistant supporting a C-Level or minimum Senior VP level executives at a fast-paced company.
• Proficiency with Microsoft Office and G Suite software.
• Preferred experience with Expensify, Bill.com, Apple hardware (Macbook Pro).
• Ability to learn new software and applications quickly.
• Creative problem-solving skills to improve processes and administrative success for executives.
• Strong interpersonal skills, including written and verbal communication.
• Ability to solve problems independently and take initiative when needed.
• Incredible attention to detail as well as project and time management skills.
• Excellent ability to maintain confidentiality and proper protocols of data sharing.
• Successful experience managing multiple schedules and executives.
• Strong planning and time management skills.
• Excellent written communication skills.
• Solid team player who can support a small, high-performing administrative team.
• Event organization experience preferred.