We are a small and growing event agency with “roots” in the Seacoast area of New Hampshire that is looking for someone who loves supporting dynamic leaders and helping them focus on revenue generating activities by taking on administrative tasks and duties with passion to fuel the fabric of the organization and keep it operating in compliance while maintaining it’s unique culture.
Focus: Support role for the Gathering General Manager and President to manage day-to-day activities of the company’s back of house requirements - 25% financial, 50% administrative, 25% HR
20-25 hours: Monday - Friday with set office hours approx. 9:00am - 2:00pm (5 hours a day)
Role is based in the Seacoast MA/NH area (Newburyport, MA)
ORGANIZE
Support Gathering Financials - Day-to-day oversight and facilitation of:
Maintain billing@ - forwarding billing items to producer, responding to vendors
Information for forecast/project tools - updating final P&Ls to forecast
Project Management Tool - setup new projects, update key information, maintain information in realtime (following up with producers), running reports
Gatherings - serve as lead organizer and facilitator of key company gatherings and items which impact the culture barometer (balance, gatherings, etc) - Ember owns an event venue - typical activities include provisioning, coordination with chefs, supplies prep, flip chart documentation
Supplies and inventory - managing monthly expenses of recurring and pop-up supply needs and small storage unit
ADMIN
Support team meetings (Weekly business meetings, producer meetings) - creating agendas, note taking, sharing/oversight of commitments/actions and general effective meeting management
Travel booking for the team as directed
Calendar management of Gathering GM, Escapes GM, and President
Ignite (executive coach) interaction for the calendar, meeting planning, action followup
Filling - Monthly at ember owner’s house
Emails management - monitor gather@, billing@, internships@ emails and respond/forward accordingly
Email communication with Escapes bookings as back up for GM of Escapes
Reviewing mail 1x weekly - coordinating mail forwarding/notification (to other team members)
HR
Support hiring process - posting jobs, updating role descriptions, setting up interviews, offer letters
Onboarding prep/oversight of new hires including but not limited to - onboarding plan development, management, paperwork, benefits enrolling
Performance management support - managing the performance management function support of management team - tracking, timelines, documentation
Input of payroll, PTO into systems of payroll software and bookkeeping communication
Fostering relationships with key contractors and reaching out for availability, scheduling as directed
Assistance with credit card processing for contractors
Processing contractor or vendor invoices as needed
Maintain database/file system of employee and contractor folders and information
Supporting Compliance related matters - state taxes/filings/setup
Care and feeding of team - recognition, milestone management
Management and updates of company documents including but not limited to: company handbook, offer letters, contractor agreements, benefit packages, etc.
Ordering office supply needs
Assistance with shipping/receiving of packages
Requirements
5 years in an administrative or executive assistant role
Experience with HR matters - working regulations, contracting, performance management
Familiarity with Accounting and interfacing with basic accounting protocols (entering invoices into google doc, communicating with vendors,etc)
Flexibility - ability to work with in hours, and popup needs
Excellent Communication skills
The ability to work independently and collaboratively
Attentive to all details
The ability to be vulnerable
A sense of humor
Ability to give and receive feedback and learn from it
Benefits
Hybrid working
Work remote stipend - for internet/phone
Part-time Base Salary
bonus
Healthcare benefits - Health and Dental
Life insurance
401k with employer match
10 Days PTO