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Executive Assistant

2 months ago

Carlsbad, United States Pangea Biological Full time
Job DescriptionJob DescriptionSalary: $26-$34 Hourly (DOE)

This position will report to the Chief Executive Officer (CEO) and support the Chief Financial Officer (CFO) while working closely with all team members, key partners, and contractors. The ideal Executive Assistant will be detail-oriented, diplomatic, professional, maintain high confidentiality, and strive to ensure synergy between Pangea's leadership and the team. You will excel in this position if you stay 5 steps ahead of the CEO, with solutions ready, while tracking and organizing all the administrative details and keeping the path for the CEO open to fully focus on running the company. You are a meticulous Executive Assistant who thrives in managing multiple tasks and responsibilities within a team that maintains the highest standards. You recognize that often it’s the little things that matter most – a perspective that drives your success in a support role.


This is a hybrid position, working primarily remotely from home, with some days requiring in-office and/or in-person support - hours and work schedule can be flexible and may vary depending on company needs. At times, there are high-priority deadlines based on company and client needs, requiring work outside typical days and hours. This position will serve as a liaison to the other Pangea team members and teams; while organizing and coordinating executive outreach efforts and overseeing special projects. The Executive Assistant will perform administrative duties in a fast-paced environment and use intentional thinking to anticipate and resolve challenges.


Your happiness comes from skillfully managing both big and small details to support Pangea’s leadership. If you thrive in a fast-paced environment and are enthusiastic about making a meaningful impact, we’d love to hear from you.


RESPONSIBILITIES

  • Performing tasks that facilitate effective daily support of the executive team and team members
  • Monitoring, filtering, and managing the executive team's email system while keeping the inboxes organized and flagged for high-priority items and reminders
  • Proactively managing calendars and meetings
  • Organizing, formatting, and updating SOPs and checklists including 'how to' guides, business files, and partner/client/contact lists
  • Planning and coordinating meetings while considering logistical and budget requirements
  • Assisting with prioritization and coordination of internal meetings and commitments
  • Communicating with suppliers, vendors, and clients on behalf of the leadership team
  • Creating, uploading, and executing online team surveys and monitoring activity and metrics
  • Prioritizing multiple responsibilities simultaneously and daily, and following up on issues quickly
  • Preparing internal and external correspondence and agendas
  • Be a strategic thinker to anticipate and resolve challenges
  • Reviewing social media calendar for on-time communications and following up on action items
  • Taking meeting minutes and transcribing presentations
  • Preparing daily, weekly, monthly, and quarterly updates for the leadership team
  • Personal tasks, as requested


QUALIFICATIONS

  • 6+ years of experience as an Executive Assistant (preferably with both virtual and in-office environment)
  • Bachelor’s degree in Journalism, Communication, Business Administration, etc. highly preferred
  • Must have exceptional Microsoft Office Suite skills (Word, Excel, PowerPoint, Planner, Outlook, OneNote, etc.)
  • Must have a high level of personal integrity, professionalism, and business ethics
  • Must have a strong work ethic – strive for excellence, accuracy, and efficiency, while being dependable
  • A positive, ‘can do’, energetic, and engaging attitude to achieve results; a sense of humor is highly valued
  • Must remain engaged, proactive, and positive even when challenges arise; take ownership in the role and assignments, and be fully accountable for your success
  • Must learn quickly and follow directions accurately
  • Embraces the company’s core values
  • Be able to see through the clouds and anticipate issues, with solutions at the ready
  • Meticulous attention to detail and excellent organizational skills
  • Highly resourceful – being assertive about asking questions
  • Exemplify proactive problem-solving and critical thinking
  • Be a self-starter while striving to perform your best, and take appropriate follow-up actions
  • Responsive and highly communicative – confirming assignments and expected deadlines and outcomes
  • Must be capable of working independently and collaboratively
  • Ability to make decisions without supervision
  • Manage last-minute changes and reprioritize with a positive attitude
  • Proven ability to ensure confidential information is handled and maintained with discretion
  • Take appropriate follow-up actions as necessary with limited oversight
  • Be highly productive working virtually
  • Exceptional verbal and written communication, and interpersonal skills

Note: This job description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, qualifications, or skills required for the role.


BENEFITS

  • 401(k) (eligibility requirements)
  • 401(k) Company Matching
  • Employee Assistance Program (EAP)
  • Flexible Spending Account (FSA)
  • Health Insurance (eligibility requirements)
  • Dental Insurance (eligibility requirements)
  • Vision Insurance (eligibility requirements)
  • Health Savings Account (HSA) (eligibility requirements)
  • Life Insurance (eligibility requirements)
  • Vacation (eligibility requirements)
  • Sick Time
  • Holiday Pay (eligibility requirements)
  • Professional Development Opportunities
  • Referral Program


COMPENSATION

The compensation package for the selected candidate will be determined by multiple factors, including the role's scope and responsibilities, the candidate's qualifications and experience, and educational background.


SCHEDULE

  • Monday through Friday (weekend work is infrequent but possible at times due to client schedules, events, or programs)—flexibility is required due to the nature of business clients.


WILLINGNESS TO TRAVEL

  • 25% (flexible)


WORK LOCATION

  • Hybrid remote in Carlsbad, CA 92011
  • Candidate must reside in California and live in a commutable distance of San Diego County