Executive Assistant - PA

Instead; United States; Remote; USD 60,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Paid vacation

401(k) plan

Job summary

Instead is seeking an Executive Assistant to support our founders in a fast-paced fintech environment. This remote role requires exceptional organizational skills, flawless communication, and discretion handling confidential information.

You’ll manage calendars, travel, and complex logistics for executive leadership, while coordinating cross-functional projects. A minimum of 1 year in a similar role and proficiency with Google Apps is required.

Qualifications

• Minimum 1 year experience in a similar role supporting a CEO or founder.
• Proficient with Google Apps (docs, sheets, drive, gmail).
• Excellent verbal and written communication; detail oriented.

Responsibilities

• Proactively manage business, personal and home maintenance tasks for executives.
• Create and maintain an inventory of high-priority projects and activities.
• Handle confidential information with discretion and communicate policies as needed.
• Coordinate multiple projects as assigned by founders, including event planning and communications.
• Prepare executive expense reports and reconcile cards.
• Arrange travel domestically and internationally and prepare itineraries.
• Manage appointments, reservations, and calendar洁
• Support CEO on various internal and external communications and reports.

Skills

Executive support

Google Apps

GSheets/Excel

Communication skills

Discretion with confidential info

Multitasking

Travel arrangements

Calendar management

Tools

Gmail

Google Docs

Google Sheets

Google Drive

Job description

Instead is looking for an Executive Assistant who wants to work in a fast-paced, exciting, and growing organization. This role will directly support our founders and the ideal candidate is passionate about research-based and operational support across a variety of tasks and initiatives (business and personal). The right applicant will be highly organized and meticulous, while keeping the "big picture" in mind.

Candidates should have exceptional communication skills, a commitment to achieving a high level of accuracy and attention to detail, and a no-task-too-small approach to the work. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.

Our company moves quickly and our team knows that some weeks will be more demanding, while others will be lighter. Balance is key for us at Instead. The position will be remote however there may be potential travel with regards to future conferences/meetings when we begin doing live conferences for our clients again.

This is a long-term, full-time position that offers a highly attractive compensation package including health insurance, paid vacation, and a 401(k) plan.

What You’ll Do

• Proactively and confidently own the management and execution of business, personal and home maintenance tasks.
• Create and maintain an inventory of critical path projects and high-priority business development activities.
• Handles confidential and non-routine information and explains policies when necessary
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the founders which may include: planning and coordinating multiple presentations, disseminating information, coordinating different projects.
• Prepare Executive expense reports and process Executive charge card reconciliation
• Arrange travel and prepare itineraries. This includes frequent business and personal trips both domestically and internationally.
• Arrange appointments, reservations, and all related paperwork and calendaring
• CEO specific event planning and management (both internal and external events, held virtually and eventually in person)
• Remain flexible in working hours, while we will aim to maintain more of a 8:30-5:30 EST, there will be demanding weeks that require longer hours and weekend hours

What You Need to Get the Job Done

• Must-have a minimum 1 year experience in a similar role supporting a CEO or founder.
• Tech-savvy with experience using Google Apps (docs, presentation, sheets, drive, gmail)
• Expert-level experience in GSheets/Excel - build formulas and tie out totals for accuracy on reports
• Ability to edit material and ensure correct punctuation, spelling and grammar. Ability to create and generate letters, internal/external communication, and reports.
• Must be able to work in a fast paced, dynamic environment.
• Must be willing to work on both business assistance and personal assistance tasks.
• Ability to handle multiple tasks frequently within short timelines, to prioritize and organize work, and to complete assignments in a timely, accurate manner.
• Excellent verbal and written communication skills.
• Superb relationship and collaboration skills
• Ability to use discretion in handling sensitive/confidential information.
• Ability to handle difficult situations with positive demeanor. Cope and overcome stress in a fast paced work environment. Positive, upbeat, and "can do" attitude but with a "thick skin" that will stand their ground
• Reliable and loyal
• Thrives with little direction and can track open issues and follow-up items to closure

We’re proud of our amazing high-growth and this is all due to our best and most important asset: our team!

If you’ve got passion and enthusiasm for a product and a desire to come to a fast-growing fintech company to make an impact, we’ve got the perfect opportunity for you!

As set forth in Instead's Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.