Exec Assistant and Project Manager

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Job description

Position Overview:

We are seeking a highly motivated and dynamic Hybrid Executive Assistant and Project Manager to join our team. This unique role combines high-level administrative support with strategic project management responsibilities, serving as a true partner to our team. You will be pivotal in managing day-to-day operations while driving key projects and initiatives that align with our strategic goals.

The ideal candidate will be a proactive problem-solver with exceptional organizational skills, the ability to handle multiple high-priority tasks simultaneously, and the agility to adapt to changing needs. You will need to work with urgency and precision to ensure every detail is handled efficiently while maintaining a positive, can-do attitude. This role requires a strong emphasis on strategic planning, time management, cross-functional collaboration, and proactive support, contributing to both short-term operations and long-term objectives.

Key Responsibilities:

1) Administrative Support:

• Manage complex calendars and coordinate meetings for a team of six executives across multiple time zones, optimizing schedules and anticipating conflicts.
• Arrange domestic and international travel logistics, including flights, accommodations, ground transportation, and itinerary planning, adapting as needed for last-minute changes.
• Prepare, track, and reconcile monthly expense reports for all team members, ensuring accuracy, compliance with internal policies, and timely submission to the finance team.
• Serve as a central liaison between internal and external Executive Assistants to align schedules for large group meetings, events, and cross-departmental initiatives.
• Coordinate in-office activities, including event setups, safety drills, and maintenance, while maintaining strong relationships with building management.
• Develop and implement processes to enhance workflow efficiency, manage office resources, and foster a positive, team-oriented environment.
• Provide ad-hoc support for team initiatives, such as drafting communications, creating presentations, and coordinating with IT for technology requirements.

2) Project Management:

• Lead as the primary point of contact and project manager for the annual CxO Summit, overseeing all phases from initial planning through post-event follow-up in collaboration with the events team.
• Develop and maintain detailed project plans, timelines, and budgets, ensuring all stakeholders are informed and aligned on objectives, deliverables, and deadlines.
• Strategize and manage event logistics, including venue selection, contract negotiations, vendor coordination, and budget management, to deliver a seamless and impactful attendee experience.
• Design and implement strategies for seating arrangements, agenda development, and guest engagement to optimize networking opportunities and enhance event value.
• Provide proactive, hands-on support during events, anticipating needs, resolving issues in real-time, and ensuring smooth execution of all activities.
• Support operating partners with 1:1 special projects, including virtual roundtables, working sessions, and annual team planning, ensuring alignment with strategic objectives and effective resource allocation.
• Facilitate cross-functional collaboration by coordinating with multiple departments (e.g., Legal, Creative, Finance, IT) to ensure project goals are met

3) Growth Team Senior Advisors:

• Manage and track the utilization of Senior Advisors on the Growth Team, producing quarterly reports that align with strategic goals and accurately reflect advisor contributions.
• Streamline processes for collecting, verifying, and processing data from Senior Advisors, ensuring timely and accurate submissions to the Accounts Payable team for payment.
• Create detailed monthly and quarterly reports summarizing Senior Advisor activities, analyzing data for key insights, trends
• Act as a strategic point of contact, building strong relationships with Senior Advisors and key stakeholders to facilitate effective communication and support team objectives.

Qualifications:

• 3-5 years of experience in a combined Executive Assistant and Project Management role,within a high-paced corporate environment.
• Strong project management skills, with demonstrated experience managing complex projects and events from start to finish.
• Exceptional organizational and time management skills, with the ability to handle multiple high-priority tasks simultaneously.
• Excellent interpersonal and communication skills, capable of building strong relationships with internal and external stakeholders.
• Experience in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools (e.g., Asana, Notion).
• Ability to work independently, take initiative, and solve problems creatively in a fast-paced environment.
• Strong attention to detail, with a commitment to delivering high-quality work and maintaining confidentiality.
• Ability to travel as needed to provide onsite event support.

Salary Approx 120K, Some Flex

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