Executive Assistant to the CEO

2 hours ago

Glendale, United States RTA: The Fleet Success Company Full time
Description

Job Description

Do you enjoy planning out the day and maximizing the schedule like a mad magician? Are you OCD enough to continuously keep your inbox empty and prioritized? Do you geek out organizing trips, meetings, deadlines and keeping them all coordinated? Do you have an uncanny ability to summarize entire conversations in real time? Are you a multi-tasking extraordinaire who has incredible attention to detail, who adapts on the fly with tact and poise, and who solves problems with tenacity and resourcefulness? If so, read on…

I’m the CEO at RTA, and I’m looking for an exceptional executive assistant. This role manages my day-to-day, helping to keep me focused on what matters most, getting me to meetings on time, keeps important issues top-of-mind, and reminds me of tasks needing follow through. Emails, calendars, task management, meeting planning... In short, I’m looking for the other half of my brain. The organizer and facilitator of the vision and ideas, who can help free me up from the minutiae. It requires someone who can represent the office of the CEO, and my personal brand with all those they interact with, both externally as well as internally. It will require discretion, and the ability to judge the urgency of matters and requests that come to my office and the context behind them. This position plays a key part in helping RTA grow by freeing up my focus, and accelerate our growth by keeping myself and my team organized and on task.

If this sounds like you, you could be the PB to our Jelly Read on and apply

What We’re Looking For

In General, Someone Who

  • Is passionate about serving others.
  • Takes pride in being an EA and finds fulfillment seeing your executive succeed and grow.
  • Is comfortable being a part of an executive team that thrives on healthy conflict. This means they aren’t afraid to mix it up or be held accountable by the team and they are willing to hold them accountable as well. People with thin skin need not apply. No, seriously.
  • Passionately cares about our clients by helping them be more successful. Our clients are fleet managers, parts clerks, and automotive technicians, who maintain everything from squad cars to school buses so that everyone comes home safely at the end of the day.
  • Thinks of themselves less, while not thinking less of themselves. They are other-centric, compassionate, and self-assured.
  • Is willing to lift boxes, clean floors, and hold doors if that’s what it takes to get something done, because no job is beneath them.
  • Takes ownership and initiative in their job. They don’t wait to be told what to do, they own their role, and they identify how to make it better.
  • Loves to read, learn, grow, and stretch themselves. Bonus points for each book they’ve read by Patrick Lencioni

Specifically For This Job, Someone Who

  • Focuses the CEO’s time on activities that are important to the success of the company.
  • Has high degree of self-confidence blended with humility and kindness.
  • Is a highly resourceful team-player with the ability to also be extremely effective independently.
  • Serves and manages the needs of the team, while compassionately setting and maintaining boundaries as the gateway to the CEO.
  • Has excellent time management skills and proven track record of prioritizing incoming tasks.
  • Demonstrates strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Demonstrates ability to adjust to ongoing and last-minute changes with tact and poise, aka someone who can go with the flow and doesn’t get rattled easily.
  • Possesses very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, colleagues, board members, external partners and customers.
  • Has expert level written and verbal communication skills, along with strong typing skills.
  • Has demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Demonstrates a proven ability to handle confidential information with discretion.
  • Is adaptable to various competing demands and demonstrates the highest level of customer/client service.
  • Has demonstrated the ability to achieve goals and meet deadlines in a fast paced environment.

Are you the Pam to our Office? Apply and let’s test that out

Key Responsibilities

Email

  • Sort and organize inbound emails regularly
  • Bring urgent matters to my attention
  • Grow to a point that you respond on my behalf

Calendar

  • Know my calendar like the back of your hand
  • Create/protect blank space that can be filled with priority work
  • Help me get from one meeting to another, on time, and if unable to, either help get the meeting started, or send an update to attendees on my behalf.
  • Planning meetings across multiple time zones with internal/external guests – and accounting for us not observing Daylight Savings Time.
  • Common events on my calendar:
  • - 1-on-1s (these move and fall off, need to ensure they stay consistent)
  • - Ad-hoc internal meeting requests from team members (my door is open, and anyone is free to meet with me if I’m available).
  • - Podcast Recordings – primarily internal, but sometimes external
  • - Occasional Executive Team dinners
  • - Weekly Executive Team meetings (Weekly Tactical/Strategic Ad-hoc meetings) - Monitor for holidays, PTO, business travel, and adjust invites as needed
  • - Lunch meetings with advisors and peer groups (including planning drive times, locations, etc.)
  • - New Hire meetings, 60-day check-ins, etc.
  • - Being able to exercise judgement/discretion to shift items in the calendar based on last minute requests/changes.

ET Offsite Planner

  • With input from the CEO, book meeting space and hotel rooms for ET and management for the Offsite planning meetings (3x per year).
  • This includes making assignments for snacks, drinks, materials, AV, etc.
  • This includes making reservations as necessary for meals, and weighing against catering through the hotel.
  • Includes planning 1-2 evening activities for the group to do together that will be fun, memorable and strengthen the bonds of the team.
  • Secondarily - Help ET members book source hotels and book meeting spaces for their Dept offsites. You are not required to book their travel or room reservations, or their meals/evenings. That will fall to the manager or their team.

Meeting Notes Auditor and Task Manager

  • With the assistance of AI, make sure that the context of decisions are captured in a way that those not in attendance will be able to discern what was discussed, the viewpoints considered, and the decisions reached.
  • Make sure these are documented clearly enough that in 6 to 12 months we can look back and clearly recall why we made a particular decision, and justify it to ourselves.
  • Bring tasks/commitments made in prior meetings back to front of mind for the ET
  • Utilizing the strategic backlog, help the team organize their monthly strategic big rock discussions.

Face of the Office of the CEO

  • The person that most people interact with before they get to me, which means representing me in a positive light - Kind, poised, friendly, intelligent, and incredibly genuine.

Especially Great Communicator

  • We constantly communicate and stay in sync with the daily goings on. Keeping me informed and keeping us aligned

A Voice at the Table

  • Shares Well Developed Thoughts/Opinions during ET meetings - You get it, and you have something to add, so you speak up and add value or challenge the conversation.
  • Tells it like it is - even if it means disagreeing with me - but have it well thought out so you can defend the position and stand for something.

Are you the Donna for our Pearson Specter? Let’s talk

Key Results Areas (aka the Job Outcomes)

  • Meetings are Effective (start and end on time, coherent notes with documented decisions).
  • CEO can meet obligations (tasks, 1-on-1s, podcasts)
  • CEO has protected time to think on the big picture in addition to the individual areas of the business.
  • Both you and the CEO are out the door by 4pm so we can be home for dinner and put family first.

The Bottom Line

You’ve made it this far, congratulations We are really looking for people who are ideal team players, with an almost frightening intensity around serving others.

Total compensation for the role is between $110k and $130k. This is a full-time, hybrid role (in office M/W/F), working side by side with the executive team. If all of this is checking off the items on your list, we’d love to hear from you

About Us

RTA has been established since 1979 and has the reputation of providing the best customer service in the market. Our purpose is to help fleets succeed. We pride ourselves on creating a caring, family-oriented atmosphere for both staff and clients, and love that our work makes a positive impact on all the lives we touch. Our clients carry kids in school buses, first responders in emergency vehicles, patients in ambulances, food and medical supplies in trucks, and people just taking the bus or train to work. We do meaningful work, and we want our clients to have the best tools available to them.

Our office spaces are open, spacious, and colorful, with an abundance of natural light. We come together often as a company to enjoy freshly baked desserts or awesome lunches, and genuinely enjoy each other’s company. We offer some pretty unique perks and benefits (Unlimited PTO, 6% safe harbor 401(k) match), as well as all the standard ones (Medical/Dental/Vision/Disability/Life Insurances). We’re happy to talk through all the options

Coming from Scottsdale? You’ll enjoy waving at the traffic going the other way while never having to stare at the blinding sun. It only takes about 25 minutes to get here from downtown Scottsdale in the mornings. We are located close to Arrowhead Mall, with quick access to the 101 from multiple directions.

If all of this sounds like you, and your type of company, then click apply Seriously, we’ve asked you 4 times now, and you are still reading Then again, you get bonus points for being thorough And extra bonus points if you went back and checked to see how many times we asked You know you want to apply, but maybe you aren’t the Pepper to our Potts?

Requirements

OK, the boring HR part of the job posting that looks like every other posting out there, but it’s necessary:

  • 5+ years experience supporting 1-2 C-Level Executives, preferably in SaaS or tech organizations but not required
  • Proficient with Microsoft 365 products (Outlook, Word, Excel, PowerPoint, SharePoint) – Specifically using filters, rules, folders, multiple calendars, etc.
  • Highly proficient with Teams/SharePoint for both chat and file organization
  • Proficient with Zoom and Teams for remote meetings
  • Experience with project management tools like JIRA, Trello, or Asana (we use JIRA)
  • Experience with a wiki editor/note taking app (we use Confluence for all notes)
  • Precursory understanding of AI tools like ChatGPT, Otter.ai, Claude or others.
  • Bachelor’s Degree not required – relevant experience and breadth of knowledge matters more

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