Executive Assistant

2 weeks ago

Madison, United States Russell Tobin Full time

Russell Tobin's client, an e-commerce company, is hiring an Executive Assistant in Madison, WI.

Job Title: Executive Assistant to the Chief Technology Officer (CTO)

Location: Hybrid (Madison, WI

Pay rate: $22 - $24.01/hour




About:

We’re dedicated to being the destination for style inspiration and fashion discovery. Our Technology teams, spread across Madison, WI, and New York, NY, play a pivotal role in bringing that mission to life through an innovative, curated shopping experience. We are looking for a proactive and organized Executive Assistant to support our Chief Technology Officer (CTO) and the broader Technology team. This is an exciting opportunity for someone interested in the intersection of technology, leadership, and customer experience.


Role Overview:

As an Executive Assistant to the CTO, you will be a key partner in managing the daily operations of the leadership team. You will facilitate smooth communication, manage complex scheduling, and ensure alignment of team priorities. This role requires a strong bias for action, a high degree of attention to detail, and the ability to navigate ambiguity with a calm, solution-oriented approach.

Key Responsibilities:

  • Calendar Management: Own and manage the CTO's calendar, schedule meetings, and prioritize accordingly, ensuring key events are attended and time is used effectively.
  • Travel and Event Coordination: Manage complex travel arrangements and logistics for off-site meetings, conferences, and team events.
  • Expense Management: Submit and track business expense claims in a timely manner, ensuring proper follow-up on reimbursements.
  • Process Improvement: Identify opportunities for optimizing team workflows, sharing insights on how to streamline processes for better efficiency.
  • Communication Liaison: Act as a point of contact between the CTO, team members, and other stakeholders, facilitating communication and ensuring action items are followed through.
  • Meeting Support: Attend key meetings, track discussion points, and help ensure that decisions and action items are effectively communicated and executed.
  • Team Development: Contribute to the development and maintenance of internal processes to enhance team collaboration and efficiency.

Basic Qualifications:

  • Experience: 2+ years of executive-level administrative support or 1+ years of experience at Amazon.
  • Education: High school diploma or equivalent.
  • Skills:
  • Expertise in Microsoft Office (Word, Excel, PowerPoint, Outlook).
  • Experience managing complex calendars and scheduling for senior leaders.
  • Exceptional organizational skills and attention to detail.
  • Communication: Strong written and verbal communication skills. Ability to engage stakeholders at all levels.

Preferred Qualifications:

  • Education: Bachelor's degree.
  • Experience: Experience working in fast-paced, tech-forward companies, especially in distributed teams.
  • Tech-Savvy: Familiarity with the technology industry or experience in technical environments.
  • Process Design: Ability to design, refine, and improve processes that improve team productivity.
  • Adaptability: Comfort navigating ambiguity and shifting priorities in a dynamic environment.

Benefits that Russell Tobin offers:

Russell Tobin offers eligible employees comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.

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