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Executive Assistant

1 month ago

Costa Mesa, United States Mint Mobile Full time
Job DescriptionJob Description

MINT MOBILE is seeking a talented Executive Assistant to join the Human Resources Team in Costa Mesa, CA Individual reports to Lead, Executive Administrator. Role is hybrid.

This role is a hybrid opportunity that requires a local commutable distance to the HQ Costa Mesa, CA office as needed.

ABOUT THE ROLE

The Executive Assistant provides strategic executive support to the COO and CMO. This is a hybrid role with a blend of working from home (85%) and in-office (15%) as needed. As the executive admin, you need to be on top of your game - being proactive, taking the initiative, and identifying what the executives need before they even ask for it.

While the EA will be responsible for the day-to-day administrative functions, your real value will come into play by being an extension of the office of the COO and CMO.

Executive administrators are critical to an organization and essential for the company's smooth running. They collaborate closely with senior management and usually perform several administrative tasks. These clerical efforts are necessary because they help keep leadership working efficiently.

In addition, this position helps senior management communicate with team members and the various departments. They support the planning, executing, and communicating of events related to the organization's leadership culture.

Your usual day of awesomeness includes:

Executive Time Management and Organizational Effectiveness

Establish transparent and open communication with the CSO/CFO, creating a customized and supportive role as their right-hand person.

  • Own the calendar and scheduling.
    • Meet and prioritize meeting schedules to ensure time is efficiently prioritized and scheduled.
  • Research, coordinate, and execute Leadership Offsites, Quarterly Business Meetings (QBRs), and weekly staff meetings.
  • Schedule all travel accommodations which include flights/transportation, hotel reservations, meals, and entertainment.
  • Ensure the proper individuals are booked with Executives in order to facilitate the progression of projects and tasks.
  • Make the Executives 10% more efficient by taking on administrative level tasks such as:
    • Running L10 meetings - transcribing notes, assigning tasks and action items, tracking progress on projects
      • Tracking IDS, To Dos, and Urgent Requests
    • Set up follow-up meetings
    • Learn new Traction Tool

Relationship Management

As a representative for senior leadership, all executive admins are expected to present themselves as an extension of those leaders. This requires high emotional intelligence, adherence to our core values, and empathetic leadership principles with extreme diligence and care.

  • Establish and nurture relationships with key individuals, including internal and external partners, vendors, and affiliates.
  • Regularly follow up with cross-functional partners for feedback and suggestions for improvements, thereby ensuring the needs of both leadership and team members are being met.
  • Make adjustments as needed, prioritizing business needs.

Meeting & Event Coordination

As part of the company's Leadership Culture, we provide regular opportunities for employees and teams to come together for team building, learning and development opportunities, and strategy sessions. EAs are expected to be in attendance before, during, and after these events to ensure success.

Team Events:

  • Lead planner and coordinator for any on-or-off-site events related to the executives you support. This will also require you to be onsite as the point of contact.
  • Coordinate any F&B needs, book conference rooms, couriers, etc. utilizing the established tools and processes.
  • Develop a project plan template to identify milestones, deliverables, and contacts.
  • Manage the budget to ensure events are completed within the allocated budget.
  • Handle employee communications related to events.

Team Meetings:

  • Own and run the L10 meetings (weekly).
  • Put together Google slide presentations that may require handling and protection of confidential information.
  • Follow-up with meeting attendees to ensure outputs are completed by the necessary due date.
  • Ensure all documents needed are prepared in advance of meetings.

Expense Management

  • Research best pricing for accommodations related to Executive travel.
  • Submit all Travel and Expense (T&E) within 10 days of the travel completion date.

Project and Tasks Management

  • Ensure Executive tasks and action items are well documented, delegated, and followed up on with the appropriate person.
  • Assist the Executive's direct reports with travel, scheduling, follow-up, etc.

Written Communication

  • Draft emails and other communications on behalf of Executives.
  • Respond to messages and take phone calls, as instructed by senior leadership.

Executive Personal Support

  • Periodically support Executives on personal matters such as:
    • Scheduling family vacations.
    • Ensure Executives and dependents are enrolled in benefits.
    • Manage family calendar with doctor's appointments, family events, etc.

WHAT YOU BRING

  • AA degree or equivalent experience.
  • 5+ years of experience concurrently supporting 2+ Executives.
  • Advanced in managing travel and accommodations with frequent changes and updates.
  • Advanced level proficiency in Google suite products: Google docs, sheets, slides.
  • Ability to multitask, juggle competing demands, prioritize and work with other team members at all levels within the company, especially executive levels.
  • Ability to take initiative, anticipate needs, and exercise independent and sound judgment.

WE ARE MINT MOBILE

We connect people to what's most important in their lives: Easily, affordably and reliably. We strive to be California's Preeminent Destination Employer. Oh yeah, we get it too We understand what matters to you most. You're an individual with unique needs, and we're prepared to exceed any expectations you have for an ideal employer.

We're smart, strategic, and get things done without a lot of red tape or unnecessary politics. Everyone matters here and everyone has a voice. Expect to spend your time contributing to projects that really matter. We obsess over the employee experience. To start, we provide some of the most competitive salary, benefits, family leave, and vacation in Southern California. We believe in you and invest in you. Not just your career aspirations, but your life.

In addition, we've got a laundry list of perks you'll brag about on insta -- Lunch every day prepared by our very own chef, healthy snacks, onsite gym, free massages, car wash services, and most importantly, a team atmosphere. We even raise the bar on well bars, including Espresso/Cappuccino/Nitro/Cold Brew/Kombucha Bar, Froyo Bar, Breakfast Bar, Snack Bar and a, well, you know, bar (after 5 pm).

And if you feel intrigued right now reading, imagine the co-workers we have already attracted. This is the kind of team you'll want to take home to mom or invite to your kid's next birthday party. This is the kind of close-knit community happening here. Come check out how you can be part of Mint

OUR VALUES – LET'S MAKE LIFE ULTRA TOGETHER

  • Ownership: We are all owners; be the outcome and get the job done.
  • Action Biased: Be brilliant, proactive, and act with urgency.
  • Embrace the Adventure: Be agile, adaptive, and thrive on change.
  • Invent and Simplify: Never accept good enough.

$1,000 REFERRAL BONUS

Take a look at this job description, if you are the right person, please apply. If Mint Mobile doesn't appear to be a fit for you, refer a friend or colleague and get $1,000. Let your friend or colleague know to provide your full name and email when applying to the job. If we hire them and they stay for 90 days, you get $1000. For more details of restrictions and rules, please email recruiting@ultra.me.

We are committed to equal employment opportunities regardless of race, color, genetic information, creed, religion, sex, sexual orientation, gender identity, lawful alien status, national origin, age, marital status, or protected veteran status. We support an inclusive workplace where associates excel based on personal merit, qualification, experience, ability, and job performance.

In support of the Equal Pay for Equal Work Act, the range of starting pay for this role is $35 - $40/hr. This is not a guarantee of compensation or salary, actual compensation is influenced by a wide range of factors including but not limited to skill set, level of experience, education, certifications, responsibility, and geographic location. We also offer a variety of benefits including health, disability insurance, 401 (k), flexible spending accounts, EAP, education reimbursement, parental leave, unlimited vacation, bonuses, and company paid holidays. The specific programs available will vary depending on state, start date, and employment type. Our recruitment team will be happy to answer any questions you may have.

#LI-Hybrid