Executive Assistant

Philo; Brooklyn (OH); On-site; USD 65,000 - 90,000; Full time

Job summary

Philo is seeking a seasoned Executive Assistant to support its executives in a fast-paced environment. You will manage calendars, coordinate meetings, arrange travel, and serve as a key liaison with internal and external stakeholders to ensure smooth operations.

The role requires 5+ years of executive support experience, preferably in tech or entertainment, with strong communication, discretion, and organizational skills. A proactive, detail-focused approach is essential for success.

Qualifications

• 5+ years of experience as an executive assistant.
• Experience in tech or entertainment is a big plus.
• Proven ability to manage confidential information with discretion.

Responsibilities

• Calendar Management: efficiently schedule executive calendars and anticipate conflicts.
• Meeting Coordination: prepare agendas, materials, and notes for executive meetings.
• Travel Arrangements: coordinate flights, hotels, and transportation.
• Communication Facilitation: act as primary contact with internal and external partners.
• Information Management: organize sensitive documents and filings.
• Document Preparation: assist with presentations and reports for consistency.
• Project Support: assist in research, data collection, and progress tracking.
• Office Operations: support office efficiency and organize events as needed.
• Special Assignments: handle ad hoc tasks from the executive team.
• Confidentiality and Discretion: maintain strict confidentiality at all times.

Skills

Adaptability

Team Player

Communication

Problem-Solving

Tech Savvy

Organizational Skills

Confidentiality

Tools

Google Suite

Slack

Calendar management software

Job description

Roles and Responsibilities

• Calendar Management: Efficiently manage the schedules of the company’s executives, ensuring that meetings, appointments, and events are organized, prioritized, and coordinated effectively. Proactively anticipate schedule changes and potential conflicts


• Meeting Coordination: Coordinate executive meetings, including preparing agendas, collating necessary materials, and disseminating meeting notes. Ensure all participants are well-informed and prepared for discussions


• Travel Arrangements: Arrange and coordinate travel logistics for executives, including flight bookings, hotel accommodations, ground transportation, and any other travel-related requirements


• Communication Facilitation: Act as a central point of contact between the executive team and internal/external stakeholders, demonstrating professionalism and diplomacy in all interactions. Handle incoming communications, including emails and phone calls, with discretion and prompt responses


• Information Management: Organize and maintain sensitive and confidential information, ensuring that all data and documents are appropriately filed and easily accessible to relevant parties


• Document Preparation: Assist in the creation, editing, and formatting of various business documents, presentations, and reports to ensure consistency and professionalism


• Project Support: Provide support to ongoing projects and initiatives, assisting in research, data collection, and progress tracking to help meet project deadlines


• Office Operations: Collaborate with the office management team to ensure the office environment is conducive to productivity and efficiency. Help coordinate office events and activities as needed


• Special Assignments: Undertake special projects or tasks as assigned by the executive team, demonstrating adaptability and problem-solving skills


• Confidentiality and Discretion: Maintain strict confidentiality on all sensitive information and handle confidential matters with utmost trustworthiness and integrity

Key Attributes and Experience

• Adaptability: Able to thrive in a fast-paced and dynamic environment, adapting to changing priorities and handling unexpected situations with composure


• Team Player: A collaborative and proactive approach to work, with the ability to work effectively as part of a team


• Proven Experience: 5+ years of experience as an executive assistant. Experience within the tech or entertainment industry is a big plus!


• Communication: Excellent written and verbal communication skills with the ability to interact professionally with individuals at all levels of the organization and external partners


• Problem-Solving: Strong analytical and problem-solving skills, with the ability to identify issues, propose solutions, and make sound decisions


• Tech Savvy: Proficiency in using productivity tools such as Google Suite, Slack, calendar management software, and other relevant applications


• Organizational Skills: Demonstrated ability to manage multiple tasks simultaneously, set priorities, and meet deadlines while maintaining a high level of attention to detail


• Confidentiality: A track record of handling sensitive and confidential information with the utmost discretion