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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