Personal & Administrative Assistant Jobs

Join our fast growing beauty brand and become a fundamental member of our expanding team. We are looking for a savvy, passionate Executive Assistant who is excited about creating order, sustainability, and beauty! The ideal candidate has a passion for the small details, thrives in a fast-paced environment, and shares our commitment to wellness in both our products and work life balance. Our mission is to create effective, results-driven skincare that is safe for the planet and humankind.

This role will also cover maternity leave for the CEO’s remote EA from December 2023 - February 2024 (approximately)

Responsibilities

• Executive Assistant Tasks: Email triage and support, company contracts process, board meeting preparation, managing internal meetings, communication with CEO’s direct reports
• Travel Coordination: Plan and coordinate domestic and international travel itineraries for the CEO, including flights, accommodations, transportation, visas, and other logistical arrangements. Travel alongside the CEO to provide seamless support and ensure all travel arrangements run smoothly. Anticipate and address potential issues or challenges that may arise during travel, ensuring a smooth experience for the CEO
• Event Coordination: Assist in organizing and coordinating company events, conferences, and seminars. Provide logistical support for both internal and external events, including venue selection, vendor management, and attendee coordination
• Personal Tasks: Handling daily tasks such as online orders, grocery shopping, appointment scheduling, transportation, and setting daily reminders
• Communication and Correspondence: Manage incoming and outgoing communications, including emails, phone calls, and written correspondence. Draft, proofread, and edit documents, presentations, and reports on behalf of the CEO. Ensure timely and effective communication between the CEO and internal/external stakeholders
• Meeting Support: Prepare meeting materials, including agendas, presentations, and reports. Take accurate and detailed minutes during meetings and distribute them promptly. Coordinate meeting logistics, such as room setup, catering, and audio-visual equipment
• Miscellaneous Tasks: Handle expense reports, invoices, and financial documentation in collaboration with the finance department. Conduct research and compile data on various topics as requested by the CEO. Perform other administrative duties and ad-hoc projects as assigned
• Calendar Management: Efficiently manage the CEO's complex and ever-changing calendar, including scheduling meetings, appointments, and travel arrangements. Prioritize conflicting commitments and ensure the CEO's time is optimized

Requirements

• Ability and willingness to travel domestically and internationally with the CEO as needed
• Must be located in Austin, TX or Los Angeles, CA and work primarily PST hours
• Strong organizational and time management skills, with the ability to multitask and prioritize effectively
• Strong problem-solving skills and the ability to remain composed under pressure
• Excellent written and verbal communication skills, with a professional and polished demeanor
• Excellent communication and interpersonal skills (oral, written, non-verbal, intuitive, psychic et al)
• Flexibility to work evenings and occasional weekends when necessary
• Exceptional attention to detail, with a keen eye for accuracy and thoroughness
• Proven experience as an executive assistant or in a similar role, preferably supporting C-level executives, politicians or public figures
• Must be willing to fall in love with our products, meditate with our team and have fun while we work!
• Advanced proficiency in G Suite, Slack, iPhones and MacBooks
• Proactive and resourceful mindset, with the ability to anticipate the needs of the CEO and take initiative
• Discretion and the ability to handle confidential information with integrity
• Bachelor's degree in business administration, communications, or a related field (preferred)

Base Salary Range:

$70,000-$120,000 per year (The actual compensation will depend on a variety of job-related factors which may include work experience and skill level).

Benefits

• Competitive Salary & Benefits: In addition to competitive salary, we offer a 401k and make a generous contribution to monthly premiums for our employees’ health, vision, and dental insurance plans
• Paid Time Off: We work hard but also believe that taking time off from work is essential! We offer generous PTO and company holidays annually, plus a day off on your birthday!
• Employee Discounts and Product Credit: Employees receive 50% off of all OSEA products and $1000.00+ in product credit annually