Executive Assistant Jobs

Please Read This Full Job Post Before You Apply:

Are you a problem-solver who enjoys facing both the ordinary and extraordinary challenges? Do you relish the opportunity to research, learn, adapt and streamline processes to increase efficiency and make the impossible, possible? Do you have proven experience as an HR Assistant and understand the intricacies of staff management, hiring, and performance management? If you are naturally inquisitive, always eager to educate yourself through reading, watching videos, or exploring the web to tackle a problem efficiently, then this role is for you.

ROLE

As the Executive Assistant to the Director of Operations (DOO), you will also take on the key responsibility of setting up our HR department. This dual role requires you to manage the DOO's professional and personal responsibilities, while also taking on the task of streamlining our human resources processes. Your role in HR will include hiring, onboarding, staff management, performance assessment, and working closely with leadership to develop and implement HR strategies that align with the goals of the company.

Responsibilities

Executive Assistant:

• Conducting initial orientation to newly hired employees
• Dealing with employee requests regarding human resources issues, rules, and regulations
• Managing projects on behalf of the DOO to ensure team accountability and that KPIs are met
• Ensuring the company is in compliance with labor laws and regulations
• Managing employee performance evaluations, handling any staff issues, and coordinating resolution of any conflicts
• Debriefing the DOO at the start of each day on emails/messages/requests/inquiries that require his input
• Assisting in payroll preparation by providing relevant data (absences, bonus, leaves, etc)
• Taking meeting minutes at the Weekly Executive Meeting and the DOO's 1-1’s. Documenting project status from these meetings to hold attendees accountable
• Ensuring the DOO's weekly agenda is well organized. Prioritizing tasks and blocking off periods of the day for the DOO to focus on each task. Your goal is to ensure maximum productivity within his working hours
• Processing documentation and preparing reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
• Hiring, onboarding, and offboarding of staff members
• Acting as the point of contact for all direct reports of DOO or anyone needing communication with DOO
• Setting up the HR department, streamlining HR operations, and creating standard operating procedures for the department
• Communicating with public services when necessary
• Coordinating communication with candidates and scheduling interviews
• Assisting with day-to-day operations of HR functions and duties
• Consulting with the leadership team on strategic planning and talent acquisition
• Assisting our recruiters to source candidates and update our database
• Reminding the DOO of important tasks and due dates, as well as decisions to be made
• Coordinating HR projects (meetings, training, surveys etc) and taking minutes
• Conserving the DOO's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information for the DOO as requested
• Compiling and updating employee records (hard and soft copies)
• Properly handling complaints and grievance procedures
• HR Management:
• Handling incoming communication inquiries on behalf of DOO and acting as a liaison as much as possible on platforms like Youtube, Facebook, and Instagram
• Assisting the DOO in the execution of new projects and objectives within the company. Tasks could range from scheduling meetings, filling out paperwork, managing vendors, and follow-ups to launching new business processes
• Acting as a Liaison with the Leadership team and DOO. All items needed from the DOO by members of the Leadership team should be documented and inserted into his calendar
• Assisting with training and development initiatives
• Providing clerical and administrative support to Human Resources executives

COMMUNICATION CYCLE

DAILY

• All requests / responsibilities are added to the Asana board and updated daily
• Long-form questions or requests, as well as low-priority items, are consolidated as best possible and communicated via Email
• Communications on priority items via Skype with DOO
• Asana board is up to date Monday/Wednesday/Friday
• Communications with DOO’s Direct Reports on short or priority items via Skype

WEEKLY

• Attends all meetings requested, including but not limited to (subject to change):
• Asana is updated by EOD Friday each week
• Weekly & Monthly Strategic Team Meetings
• Predefined 1:1s between DOO and certain Direct Reports
• Weekly Executive Meeting

Schedule:

• Monday to Friday
• Weekend availability
• On-call

Requirements

• Proven experience as an HR Assistant, Staff Assistant or relevant human resources/administrative position
• Fast computer typing skills (MS Office, in particular)
• Demonstrated proficiency with Microsoft Office Suite including Word, Excel and PowerPoint
• Self-directed, flexible and enthusiastic with a focus on results
• Laptop with high-speed internet access (Windows preferred but not required)
• Excellent analytical and problem-solving skills with the ability to “think on your feet”
• Strong business acumen
• Proven ability to perform in a fast-paced, dynamic environment
• Strong communications skills
• Basic knowledge of labor laws
• Degree in Human Resources or related field
• Excellent organizational skills
• Familiarity with ATS software and resume databases
• Exceptionally strong time management and organizational skill set, excellence in both written and verbal communication with superior follow-through skills
• Ability to handle multiple high priority tasks at a time without losing focus on daily responsibilities
• Minimum of 3-5 years experience supporting a high-level executive or business owner
• Hands-on experience with an HRIS or HRMS
• Proactive in nature with the ability to multitask while still providing a high attention to detail and deadlines

Benefits

We believe great people are at the center of every successful business. Our employees are provided a full suite of benefits that include competitive compensation, healthcare, unlimited paid time off, and a fully remote working environment. (We also have offices in New Jersey, Georgia, & Florida if you’d prefer to work in-person 😃).

Some notable perks include:

• Mentorship of next-generation leaders
• You’ll be working with ‘A’ players in Operations, Sales, Creative, and Media Buying
• Great career growth opportunities

• Dental
• Medical
• Vision
• The development and operation of a fully built-out Performance Marketing Department
• Full benefits after 3 months of employment:
• Attendance at company-led leadership events and industry conferences
• Unlimited Paid Time Off