Executive/Personal Assistant - Technology - Littleton at Exceptional Admins, LLC

Exceptional Admins (EA) is a boutique company that solely focuses on placing for the Administrative profession. The philosophy behind the EA process is to deliver exceptional admins to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, personality and charisma of each candidate are viewed just as important.

Exceptional Admins (EA) is seeking an administrative professional for an opportunity with a confidential Technology company located in Littleton.

About the Executive and Company

Each day, the executive can be found handling business development and employee engagement. The executive has two technology companies with each calling upon him to juggle a long list of demands. Outside of the businesses, he has many personal activities that require his attention. The executive has a visionary work style and can be found jumping from one conversation to the next. This calls for tracking his many commitments and following through on his behalf. When not working, he can be found cycling and traveling with his family. The company was founded in 2003 and has a total of 38 employees with 7 working out of the Littleton office. Right now, the staff is operating on a hybrid in-office work schedule. The team operates with an all hands on deck theme so no one gets left behind. The team runs lean and exudes a high production mindset. The company’s values include: provide strong and consistent leadership, including setting the example through personal actions and behavior.

Hiring Goal

The executive seeks a professional who is well-versed in executive assisting. This Executive/Personal Assistant role will be viewed as a partner. The role comes with a large amount of responsibility and requires an individual that’s both professional and trustworthy. The right candidate will be strongly focused on providing incredible service while balancing multiple tasks for the executive and their own responsibilities.

ROLE OVERVIEW

Executive Support - 85%

• Provide traditional administrative support:

• Heavy calendar management

• Contact database management

• Management and prioritization of email

• Create and manage hard and soft document filing system

• Streamline and manage high volume to-do list to meet deadlines and ongoing objectives; be ready to implement a technical platform for on-the-go support, e.g. Trello

• Provide daily/weekly workflow updates

• Manage legal document activities

• On occasion, run errands

• Support meetings, which includes:

• Assist the executive with meeting agendas and follow up tasks

• Support ad-hoc projects and research requests

• Handle, organize, and prioritize confidential materials

• Support business strategy activities

• Work with executive on culture initiatives; i.e. remember birthdays, sending gifts to relationships and prospects, and the like

• Support scheduling and agenda creation for meetings with staff members (e.g. 1:1s)

• Client relations with all customers, investors, and vendors

• With with M&A firm stakeholders on deals

• Work with executive on marketing and branding activities

• Prepare and support quarterly reporting updates for investors

• Cross collaborate with sales operations coordinator on initiatives

• Create shortcuts and a system for the Executive to access all digital platforms to handle work more smoothly

Personal Support – 15%

• Family travel coordination and itinerary creation

• Support accounting activities related to investment obligations

• Support Executive and personal CPA contact, which will include:

• Reconcile expenses, on occasion

Desired background and attributes

Candidates will be considered in the totality of their skills and experience versus strict interpretation of “must haves.”

• Very applicable administrative experience

• Proficient with Office 365 + Google Suite + Apple Products

• Strong creative skills with PowerPoint and presentation prep

• Knowledgeable of Canva

• Have an understanding of social media platforms for marketing efforts (e.g. LinkedIn)

• Knowledge of LastPass and OnePassword

• Professional verbal and written communication habits

• Nimble, adaptable, charismatic, and entrepreneurial mindset, a big plus

• Be technically savvy and resourceful (i.e. find ways to consolidate responsibilities with intuitive technology solutions)

Offerings

• Salary: up to $85k base salary, dependent on experience. 

• 401k and Pension: Annual pension contribution averaging $1300 annually.

• PTO: Accrue 120 hours annually your first year and an additional 8 hours each year after.

• Holidays include:

• New Year’s Day, Memorial Day, Independence (Observed), Labor Day, Thanksgiving, the Friday after Thanksgiving, Christmas Day, and News Years Day.

• Healthcare: Eligible the first day of the month following 60 days of employment. The Plan is a welfare plan through our PEO provider TriNet. Providing fully insured health, dental, vision, life, accidental death and dismemberment and disability benefits, and self-insured dental, vision and health care and dependent day care flexible spending accounts are available; $450 per month is paid by the company on behalf of the employee for their cost of benefits.

• Education: On a case-by-case basis, the company may pay for you to attend role or industry-related seminars/conferences and may support the cost of joining a professional organization, and maintenance of professional licenses that have a direct relationship to the job the employee performs. These requests are submitted through HR for approval. The company does provide a leadership and coaching academy path for all employees in the 2021 year through the leadership science institute.

• Parking: Free parking in lot

• Cell: Company provided cell phone and jet pack for hotspot wifi service on the go (additionally iPad or other tech is provided if beneficial).

• Office Perks:Annual Company Service Week, 1 day of volunteering off site per year, annual holiday party with annual Christmas gifts, and standing desks and ergonomic workspaces. Flexible scheduling with remote work options as allowable by job role. Office snacks and drinks provided in our modern break room facilities.

• Culture: The company is not only committed to your personal and professional growth but believes that an essential element includes a healthy work-life balance.

Is this the right fit for you?

The ideal employee would meet 8 out of the 10 attributes to be successful (and fulfilled) in this role:

1. You wish to do more than just assisting

2. You thrive in a forward-thinking, constantly moving environment

3. You’re passionate about asking questions for clarity

4. Servant-heart through and through describes you

5. Exceptional self-directed work ethic; you’re good with working autonomously and do not require being tethered the executive

6. Exceptional problem-solving skills where challenges don’t fluster you but energize you to ‘figure-it-out’

7. One of your highly regarded traits is working with technical systems

8. You would enjoy working alongside a visionary executives

9. ‘Very trustworthy’ is your middle name

10. Would self-describe as “resourceful, thoughtful, and someone who likes to GSD”

The company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, a drug screen and background investigations.