Executive Assistant

3 days ago

Portsmouth, Rhode Island, United States Vatn Systems Full time
Job Title: Executive Assistant

Vatn Systems is a pioneering company at the forefront of developing cutting-edge autonomous underwater vehicles (AUVs) for various applications, including defense, ocean exploration, and environmental monitoring.

Job Overview:

As an Executive Assistant at Vatn Systems, you will play a crucial role in providing comprehensive administrative and organizational support to the executive team. Your responsibilities will include managing day-to-day operations, coordinating schedules, handling confidential information, and ensuring the smooth functioning of the office.

Key Responsibilities:
  • Administrative Support: Provide high-level administrative support to the CEO and other executives, including managing calendars, scheduling meetings, and coordinating travel arrangements.
  • Meeting Coordination: Prepare agendas, take minutes, and follow up on action items for executive meetings. Organize internal and external meetings, including investor meetings, board meetings, and team briefings.
  • Communication Management: Handle incoming and outgoing communications on behalf of the executive team, including emails, phone calls, and correspondence. Draft, proofread, and edit documents and presentations.
  • Project Management: Assist with special projects and initiatives, including research, data analysis, and report preparation. Track project progress and follow up on outstanding tasks.
  • Event Planning: Coordinate company events, team-building activities, and executive offsites. Help plan and execute trade shows, conferences, and other industry events.
  • Office Management: Support general office management duties, such as ordering supplies, managing vendors, and maintaining office equipment. Assist in implementing office policies and procedures.
  • Confidentiality and Discretion: Handle sensitive information with the utmost confidentiality and professionalism. Maintain discretion in all interactions with internal and external stakeholders.
  • Process Improvement: Identify and implement process improvements to enhance the efficiency and productivity of the executive team.
Qualifications:
  • Experience: 3+ years of experience as an Executive Assistant or in a similar administrative role, preferably in a startup or tech environment.
  • Education: Bachelor's degree preferred but not required.
  • Skills:
  • Strong organizational and multitasking abilities.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite and Google Workspace.
  • Familiarity with project management tools (e.g., Asana, Trello) is a plus.
  • Ability to work independently and as part of a team.
  • Attributes:
  • High level of professionalism, integrity, and discretion.
  • Proactive, resourceful, and adaptable to change.
  • Strong attention to detail and problem-solving skills.
  • Comfortable working in a fast-paced, dynamic environment.
Preferred Qualifications:
  • Industry Experience: Prior experience in a technology, engineering, or maritime industry is a plus.
  • Startup Experience: Familiarity with startup culture and a willingness to wear multiple hats as needed.
  • Tech Savvy: Knowledge of AUVs, robotics, or related technologies is an advantage.

Vatn Systems is an equal opportunity employer, and we welcome candidates from all backgrounds to apply. We look forward to reviewing your application and potentially having you join our team in shaping the future of autonomous underwater exploration.

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