Executive Assistant to Coo

3 weeks ago

Miami, United States The Greenhouse Marketing Full time

**Location**: Miami (Wynwood) - Hybrid

**Job Type**: 1099
**Capacity**: 30 hours per week - Monday to Friday
**Wage**:$20 - $30 Per Hour
‍

We're on the lookout for a dedicated individual who's passionate about administrative efficiencies, systems of operations, and digital marketing and wants to make a real impact in The Greenhouse's growth.

We are a **value-driven** company**. **Our **mission **is rooted in the belief that every consumer deserves a marketing experience that is thoughtful, relevant, and tailored to their unique preferences and needs. Regardless of our diverse backgrounds, we are all consumers seeking meaningful connections.**‍**

**Our team is our most valuable asset**. As a member of our team, you'll have the opportunity to work directly with the Chief of Ops and Growth and the marketing and creative teams.

If you're interested in joining a team that's dynamic, talented, hungry for growth and rapidly growing, then we invite you to join us at The Greenhouse
‍

**If you're**:

- Problem solver and high performer and able to identify and address issues as they arise.
- Tech-savvy: Proficiency in using office software (e.g., Microsoft Office Suite, Google Workspace) and the ability to quickly learn new tools and technologies.
- Planner and highly organized
- Detail-oriented and driven by efficiency and process improvement
- Great communicator and fast learner
- Comfortable working in a fast-paced environment and responding to changing priorities and deadlines
- identify and address issues as they arise.
- Starving for growth

‍

**What you'll be doing**:
As an executive assistant, you will be a key player in ensuring the smooth functioning of our day-to-day operations. You will work directly with our Chief of Operations and you will collaborate with cross-functional teams to streamline processes, optimize resource allocation.

**Your responsibilities**:
**Executive Support**:

- Helping the executives manage their time and tasks efficiently by prioritizing important activities and assisting them in staying on schedule
- Scheduling meetings, appointments, and events, and ensuring their calendar is organized and optimized
- Drafting and proofreading communications, and handling routine inquiries
- Setting up and coordinating meetings, including arranging video conferencing
- Creating and editing documents, reports, and presentations, often using software like Google Sheets, Slides, and Canva

**Administrative Support**:

- Organizing and maintaining important documents, files, and records in Dropbox or G-drive
- Tracking and managing expenses, including creating expense reports and ensuring that financial records are accurate
- Monitoring and analyzing operational performance metrics
- Serving as a point of contact between the executives and other team members, departments, clients, and external partners

**Recruitment Support**:

- Creating and sending Trial Projects to potential hires
- Sending employment and service agreements to new hires
- Assisting with internal setup and onboarding of new hires
- Confirming platform access and form submissions
- Assisting with performance tracking and scheduling

**Client and Vendor Management**:

- Helping with new client onboarding and internal setup
- Sharing company announcements and updates with the team
- Tracking Customer Experience and sending reminders to the leadership team
- Tracking and approving all account payables for full and part-time hires and external consultants
- Sending and tracking account receivables (clients and tech partners)

**Requirements**:

- Operate within company hours: Monday to Friday from 8am to 4pm or 9am to 5pm ET / PT
- Hybrid position: 3 days in office - 2 days remote
- Proven executive assistant experience and records
- Knowledge and experience of Project management systems, softwares and procedures. (Preferably Notion)
- Excellent time management skills and the ability to prioritize work
- Attention to details and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task

**Our non-negotiables: (Must Read)**

If you can commit to and live with the following principles, then you are the type of person who will be successful and help our company thrive. If you feel this level of engagement is not right for you or that you’re not willing or able to participate with us at this level, we are not a good fit for you.

We expect that you will take the steps necessary to do what you say you are going to do and be responsible and accountable for your actions. In other words, live “Above the Line.”
- Accountability: See It, Own It, Solve It, Do It
- Become part of the solution
- Respect for others and their feelings
- Act now
- Ask the question: “What else can I do?”
- Ask the questions: “What coaching do you have for me?” and “What can I do better?
- Personal ownership
- Reject average
- Show others that you care

**

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