Executive Administrative Specialist

2 weeks ago

Gillette, Wyoming, United States Join Digital Full time
Position Overview

Salary: $90,000-110,000

Join Digital is a dynamic and rapidly expanding organization that is transforming Enterprise networking through the use of AI to enhance connectivity for individuals, devices, and systems. Leveraging our expertise in data platforms, networking, and big data, we are establishing a new benchmark for high-performance, reliable networks that are crucial in today's interconnected world. Our engineered technology platform provides connectivity and real-time analytics for modern environments that cater to work, life, gatherings, and leisure.

We are challenging a $150B+ annual market, which has been dominated by companies that have become stagnant in innovation and have not adapted to the evolving preferences of their clientele. Despite being a smaller entity, Join Digital has successfully cultivated a prestigious client base and is in search of a leader to further enhance this growth.

Role Summary:

We are seeking an Executive Administrative Specialist to provide support to our CEO and other C-level executives. Initially, the focus will be on assisting the CEO and fulfilling the responsibilities of an Office Manager. However, as the role evolves, the primary focus will shift to supporting the CEO. The ideal candidate will be self-driven, with a strong emphasis on anticipating, organizing, and prioritizing tasks. This individual will demonstrate discretion and independent judgment regarding office and business management matters. Flexibility, collaboration, exceptional organizational skills, efficient multitasking, strong communication abilities, and a high level of confidentiality are essential traits for success in this role. This position is ideal for someone who thrives in a startup atmosphere, enjoys multitasking, and takes initiative.

Key Responsibilities:

  • Manage calendars, including organizing, prioritizing, updating, and coordinating meetings across multiple time zones.
  • Oversee the expense report process, including completion of reports, collection of receipts, and follow-up with finance.
  • Coordinate travel arrangements, including scheduling flights, hotels, transportation, and meals.
  • Assist in organizing customer events, including venue selection, reservations, meal planning, and collateral preparation.
  • Keep the CEO informed of upcoming commitments, events, and responsibilities, collaborating with both internal and external contacts.
  • Ensure the CEO has all necessary information prior to meetings and travel.
  • Support multiple executives and serve as the primary point of contact for internal and external coordination efforts.
  • Act as the main contact for CEO interactions.
  • As Office Manager, ensure the team has necessary supplies and resources to enhance the work experience.
  • Manage the procurement of new hire gifts.
  • Schedule interviews and post job openings.
  • Interact with Board of Directors members and clients as required.
  • Exercise discretion and independent judgment regarding facility operations.

Qualifications:

  • 5+ years of experience supporting a CEO and C-level executives or similar leaders.
  • Strong verbal and written communication skills.
  • Highly organized and detail-oriented.
  • Approach tasks with a sense of urgency.
  • Self-starter with the initiative to complete tasks efficiently.
  • Able to adapt to a fast-paced and changing environment.
  • Capable of working with executives who have varying priorities and urgencies.
  • Excellent time management skills.
  • Proficient in applications such as Google and Microsoft.
  • Experience preparing materials for meetings (Board of Directors, client, internal meetings).
  • Strong follow-up skills.
  • Experience booking domestic and international travel.
  • Friendly, approachable, and dependable demeanor.
  • A good sense of humor.

What We Offer:

  • An engaging, fast-paced, high-growth environment where your contributions are valued from day one.
  • A data-driven company where your input can significantly impact decision-making.
  • A small yet experienced team that appreciates the knowledge and expertise you bring.
  • Access to amazing clients who trust our technology to deliver critical results daily.
  • A transparent management team that encourages diverse ideas and critical thinking.
  • A motivated team that shares a passion for collective success.
  • A culture that promotes flexibility and a healthy work-life balance.

Join Digital Benefits:

  • Comprehensive health, vision, and dental coverage (100% for employees; 50% for families).
  • Participation in Employee Stock Options.
  • 401k plan participation.
  • Unlimited Paid Time Off.
  • Generous company holidays.

Compensation: $90K-110K based on experience.

We value diversity in our workforce and are proud to be an Equal Opportunity Employer. We seek the best talent without regard to race, creed, color, national origin, ancestry, disability, marital status, sex, age, veteran status, or sexual orientation.

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