Executive Assistant to The CEO

About The Role

EvolveMKD is looking for an experienced, highly organized and detail-oriented Executive Assistant to support the CEO with the purpose of freeing up her time, energy and brain space to devote to business growth and business operations. This role entails strategic calendaring, travel coordination, administrative tasks and performing personal tasks. In addition to these responsibilities, this role will encompass an aspect of client hospitality, including hosting clients and assisting with any hospitality logistics. The Executive Assistant must have a proactive "can-do" attitude, coupled with a warm and approachable communication style essential for engaging with clients. The ideal candidate will possess a natural sense of urgency and understand the timeliness of client and new business requests, no matter how administrative they seem on the surface. This role demands a proactive mindset – being the first to arrive and the last to leave the office, ensuring that all aspects of the CEO's day-to-day runs seamlessly. Ideally, this person would be a career EA, as the CEO is looking for someone that can stay long-term and grow as the company grows.

Company Overview

EvolveMKD is an award-winning public relations and digital marketing agency. Our diverse team of experts include Public Relations & Communications Experts, Digital Mavens, and Research and Analytics Gurus. We build and deliver integrated marketing campaigns, transcending our heritage in PR. We breed a collaborative culture, drawing on influence and learnings from all marketing disciplines to build something new. Our clients, awards, and business success all speak for themselves.

We thrive from our restless discontent, constantly looking to elevate our work and our skill set. We’re building out a team of high performers with an uncommon level of modesty. Because no one is above the work. From every level, anyone can and does jump in. You’ll never hear us say “That’s not my job”. You’ll find it rewarding to work on our clientele coupled with our no-ego approach. We live and die off our credo, Be Kind, Don’t Suck.

We’re proud to be certified as a Great Place to Work for the sixth year in a row. Additional Agency honors include: MM M Awards Silver Finalist for PR Agency of the Year, 2023 Financial Times Fastest Growing Companies (The Americas), 2023 Inc Regionals: Northeast list & 2023 PRDaily’s Top Agencies Awards for Healthcare Agency & Small Agency.

EvolveMKD is based in Manhattan and we operate on a hybrid schedule (in-office 3 days a week on Tuesday, Wednesday and Thursday). Relocation assistance is not provided.

Responsibilities

Executive & Administrative Support

• Maintain a strict level of confidentiality, building and fostering trust with the CEO and other senior leaders in the organization
• Strategically organize CEO’s calendar and be the gatekeeper for her time via internal and external requests
• Arrange and schedule meetings, proactively triaging scheduling constraints and coming up with creative solutions for how to solve them
• Maintain an active presence at the desk and be attentive for any instances where the CEO may run over the scheduled duration of a call, proactively notifying clients and stakeholders of any resulting delays or rescheduling needs
• Must have a sense of urgency and respond promptly to meeting requests
• Prepare meeting attendee bios and flag any needed information in advance of meetings the CEO has scheduled, to ensure she is prepared
• Coordinate travel, ensuring travel itineraries are clear, organized, and thought through.
• Promptly submit CEO expense receipts to Controller and Office Manager
• Assist the SVPs of PR and Digital with expense reports as needed
• Develop a comprehensive understanding of the client roster, including contacts (clients and their Executive Assistants), routine 1:1 schedules, and time zones
• Update and maintain important address and contact lists, including clients and friendlies.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting emails, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Be available when needed to come into the office on Mondays and Fridays in the event of client meetings, events, and special deliveries to the office for the CEO
• Sit at the reception desk on days when the CEO and Office Manager are not present, providing assistance with reception and front desk responsibilities

Personal Assistance:

• Help with personal errands, delivery, or communication needs as requested by the CEO
• Responsible for daily tea and lunch runs when in the office
• Coordinate glam (hair, make-up) as needed for CEO for special events
• Provide logistical support and transportation assistance for any items/errands between the CEO's residences
• Be available during off-hour times, to communicate CEO arrivals to meetings/meals, if required
• Proactively monitor travel arrangements (even on weekends) to be able to reschedule or revise, if needed
• Coordinate vacation with CEO vacation, to ensure that there is coverage for scheduling, etc.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours

Hospitality & Gifting

• Interface directly with clients, prospective clients, or candidates on items related to scheduling, reservations, meeting coordination, events, dietary restrictions or travel
• Responsible for ensuring an exceptional in-office experience for guests in the absence of the Office ManagerArrange and coordinate both personal and agency gifts inclusive of:
  • Special occasions gifting
  • Client and media gifting, as required by the CEO
  • Organize the New Year’s agency gift, from selection to address updating
• Support reception desk as needed – receiving and announcing visitors and answering and screening incoming calls; accepting any packages or deliveries addressed to the CEO

Qualifications:

• Bachelor’s degree preferred
• Minimum 5-7 years of experience working in an office as an executive assistant
• Experience coordinating and hosting hospitality events, and adept in providing exceptional service to clients and VIP guests
• Outstanding written and verbal communication skills, with impeccable attention to detail and an emphasis on tact and diplomacy
• Extremely trustworthy and patient
• Ability to maintain confidentiality of highly sensitive information
• Hands-on mentality and strong work ethic; ability to thrive in a fast-paced environment
• Ability to address and resolve any issues with a sense of ownership and urgency
• Very strong interpersonal skills and the ability to build relationships with key stakeholders
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Resourcefulness – ability to utilize resources/information on hand to find creative solutions to tasks.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
• Ability to think outside of the box with a sense of urgency.
• Working knowledge of Microsoft Suite, Zoom, and Slack

Annual Base Salary Range: $100,000-$120,000 (Compensation will be determined based on the skills, qualifications, ad experience of the applicant along with the requirements of the position.)

Benefits Include:

• Competitive salary based on experience
• Performance-based bonus
• Generous contribution to healthcare, dental and vision plans
• 401K with company match and profit-sharing opportunities
• Flexible PTO, summer Fridays, and generous company holiday schedule
• Commuter benefits FSA
• Cell phone reimbursement
• Annual wellness reimbursement (includes Pet wellness and Doula services)
• Family planning & life event reimbursement
• Parental leave and reproductive loss leave
• Learning and development opportunities
• Donation matching & volunteer days