Executive Administrative Assistant

3 weeks ago

Nashville, United States Craft Education System Full time

Who we are:

If you’re passionate about building a better future for individuals, communities, and our country—and you’re committed to working hard to play your part in building that future—consider Craft Education as the next step in your career.


Craft Education is on a mission to solve skilled labor shortages by powering work-based learning pathways for all.


At Craft, we’re revolutionizing the apprenticeship degree, combining on-the-job learning with accredited instruction to create innovative educational pathways that accommodate working professionals and meet employer needs. Our flagship product - Craft Connect - helps organizations administer apprentice degree programs and address mission-critical data and reporting needs. Through the same platform, Craft is also transforming how on-the-job learning converts into academic credits.


Our team of technology, education and workforce professionals also provides technical assistance to organizations looking to launch and manage apprenticeship degree programs. We are working tirelessly to accelerate the expansion of these programs along with the data infrastructure that underpins them.


If you’re looking to join the work-based learning revolution, we’d love to talk with you. At Craft, you’ll have the opportunity to solve hard problems in a high-growth startup environment and make a lasting impact on the future of education and workforce development. We couldn’t be more excited to advance this work as a team of innovative, collaborative and mission-oriented professionals - we hope you’ll consider joining us.


Position Overview:

The Executive Assistant will act as a right-hand partner to the Head of Product, ensuring their schedule, tasks, and workload are organized and prioritized to allow maximum focus on strategic decision-making. This role will be responsible for managing time, preparing for and following up on meetings, and organizing tasks to keep everything on track. The ideal candidate will be proactive, detail-oriented, and adaptable, capable of managing the executive’s priorities and protecting their time.


Primary Responsibilities:


Schedule & Time Management:

  • Gatekeeping: Protect the executive’s schedule by deciding which meetings are necessary and which can be delegated, ensuring optimal time management.
  • Calendar Optimization: Proactively organize and adjust the calendar to ensure adequate time for deep work and preparation.
  • Meeting Preparation: Prepare ahead for each meeting by gathering context, synthesizing information, and ensuring the executive has everything they need going in, while also allowing for time to digest the information provided.


Task & Workload Management:

  • Organizing Tasks: Maintain an organized list of tasks and deadlines, keeping the executive aware of what’s on their plate and proactively prioritizing based on urgency.
  • Deadline Management: Track and remind the executive of all task deadlines, ensuring they stay on top of commitments and shifting priorities.
  • Follow-Up Tasks: Support post-meeting follow-up, ensuring all action items are clearly documented and tracked for completion.


Synthesis & Information Gathering:

  • Information Gathering: Collect relevant information from stakeholders to ensure that the executive is prepared for each meeting and task, including preparing briefs, data, and summaries as needed.
  • Task Synthesis: Consolidate multi-step tasks, ensuring the executive has everything in one place to make quick, informed decisions.


Check-ins & Ongoing Support:

  • Daily/Weekly Check-Ins: Conduct regular check-ins to discuss priorities, upcoming tasks, and deadlines, ensuring the executive is aware of their workload and can focus on high-impact activities.
  • Proactive Updates: Provide timely reminders and updates, ensuring the executive stays on track with their commitments.


Candidate Requirements:

  • 3+ years of similar administrative support experience, ideally in a technical, product and/or start-up/high growth environment.
  • Proven experience creating efficiencies for direct manager, including meeting preparation and research, presentation preparation, task organization and ensuring timeliness of deliverables.
  • Tech savviness, with experience in the Microsoft Office suite of products, including excel and PowerPoint proficiency. Experience working with (or willingness and confidence in learning), automation tools such as Zapier.
  • High comfort level with working in a remote setting until an office in Nashville is established.
  • Willingness/ability to be available on occasional/infrequent nights and weekends. Infrequent travel may also be required.


Desired Competencies/Abilities:

  • Highly Organized and Detail-Oriented: Must excel at managing complex schedules, prioritizing tasks, and keeping track of details with precision.
  • Outstanding Communication Skills: Able to interact professionally and effectively with all levels of staff, as well as external clients, partners, and investors.
  • Flexibility and Adaptability: Comfortable with a fast-paced, often ambiguous environment, and available to respond during evenings or weekends if needed.
  • Tech Savvy: Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook), with the ability to create executive-level presentations and documents.
  • Strong Multi-Tasking and Prioritization Skills: Capable of handling multiple priorities and pivoting as needed to support shifting priorities and timelines.
  • Confidentiality and Professionalism: Experienced in handling confidential information with integrity and exercising sound judgment.
  • Positive and Approachable Attitude: Maintains a calm, constructive demeanor even in high-pressure situations.
  • Sound Judgment and Critical Thinking: Able to independently solve problems and make decisions in the executive’s best interest.
  • Independence and Initiative: Works independently with minimal supervision, taking ownership of tasks and ensuring follow-through on all commitments.
  • Teamwork and Collaboration Skills: Comfortable working with multiple stakeholders and facilitating cross-functional communication when needed.

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