Executive Assistant to CEO
We are seeking an outstanding candidate who is an enthusiastic podcast fan, loves solving problems and crossing items off their to-do list, is highly organized and detail-oriented, and has the ability to balance multiple projects and prioritize them according to the team’s needs and resources.
In this role, you will work directly with the CEO & Founder. You will be an active force in supporting our culture across our remote team of driven creatives with a diverse set of backgrounds, cultures, languages and time zones.
If you like podcasts, thrive in a start-up environment, prefer to work remotely but still enjoy participating in workplace culture, and want to work alongside the CEO of a Latina-led and growing company, this is the perfect opportunity for you.
What you’ll do:
- Manage our CEO’s calendar and to-do list, exercising considerable discretion and judgment regarding how to prioritize and effectively use her time.
- Support our CEO leading up to and during meetings: scheduling, drafting agendas and presentation materials, taking detailed notes, assigning action items, tracking deadlines and following up to ensure completion.
- Assist with the scheduling and organization of key events, such as holidays, internal milestones, staff training, workshops, conferences and retreats.
- Arrange and assist with booking international and domestic travel.
- Improve overall file organization and ensure those file organization systems and informational documents are clear and up-to-date.
- Assist with drafting initial budgets, proposals, and presentations.
- Create templates and mailing lists to facilitate email communications.
- Support hiring efforts by managing job postings, candidate responses, and the onboarding and training of new staff and contractors.
- Build forms to help standardize employee and contractor evaluation processes.
- Ensure that business cards, company swag, and other items are available and ready for use; order items as needed.
- Support Podcaster@s, our Spanish-language podcaster community, as needed.
- Other duties as assigned.
What you’ll bring:
- At least 2-3 years of Admin/Assistant experience supporting high-level executives in a start-up environment.
- Preferably additional experience in digital media, business, or finance operations, as well as experience managing events with multiple stakeholders and schedules.
- Strong written and verbal communication skills, in both English and Spanish (must be fluent and able to use both with ease, professionally and articulately). Additional proficiency in French is a plus.
- High degree of professionalism, integrity, and confidentiality.
- Demonstrated ability to communicate clearly and effectively, and across multiple teams and workstreams.
- Ability to work independently and take initiative, while also knowing when to ask for help.
- Forward-thinking, with the capacity to anticipate needs or areas of improvement.
- Emotional intelligence and strong can-do attitude, with the ability to balance patience and persistence while working closely with others.
- Demonstrated ability to work under multiple, simultaneous strict deadlines, and effectively prioritize tasks without details falling through the cracks.
- Strong proficiency with basic technology: G-suite, MS Office, Zoom, etc.
- Comfort with scheduling and project management software: Asana, Slack, Trello, etc.
- Familiarity with podcasting or radio is a plus.
This is a full-time position. Applicants based in Los Angeles, CA are preferred, but this is not a requirement for consideration.