Executive Assistant to Chief Executive Officer

Job Description: 

At Intaker, our CEO moves fast - and we’re looking for an Executive Assistant who can keep up, keep things organized, and keep the chaos charming. You’ll be the CEO’s go-to partner for scheduling, communication, follow-through, and the occasional “please help me find this file before I lose my mind” moment.

You’ll juggle calendars, manage inboxes, handle special projects, coordinate travel, draft quick correspondence, keep internal and external communication smooth, and generally make the CEO’s life (and therefore Intaker’s life) run better.

If you’re proactive, detail-obsessed, great with people, unbothered by shifting priorities, and secretly love being the most organized person in the room, you’ll thrive here. A sense of humor, excellent judgment, and the ability to stay two steps ahead are musts- we’re a fast-growing SaaS startup, after all.

Roles and Responsibilities:

• Completes a broad variety of administrative tasks for the CEO including, but not limited to coordinating an active calendar of appointments; completing expense reports; composing and preparing correspondence that is confidential in nature; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. 
• Plans, coordinates, and ensures the CEO’s schedule is followed and respected. Provides a “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
• Communicates directly, and on behalf of the CEO with staff, and others, on matters related to CEO’s programmatic initiatives. 
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff. 
• Works effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having sense for the issues taking place in a work environment, keeping the CEO updated. 
• Provides leadership to build relationships crucial to the success of organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Develops structures and SOP's for the CEO to follow; anticipating the needs of the CEO, making sure he has everything he needs for every meeting, appointment, workshop, and training. Including agendas for every meeting, slide decks, equipment, etc. 
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company. 
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Complete adhoc projects as assigned - such as events and/or personal errands

Skills and Requirements:

• Bachelor’s Degree required
• Minimum of three (3) years of experience working in an executive assistant capacity supporting C-level executives
• Proficiency with Google products (Google Docs, Drive, Sheets, etc.), Microsoft products (Word, Excel, PowerPoint, etc.), internet navigation and research, ability to and maintain databases and complex spreadsheets, and experience with project management software. 
• Must be a resourceful self-starter who can work independently and work on multiple projects simultaneously while dealing with multiple interruptions 
• Must have absolute integrity, sound judgment, and the ability to maintain a high degree of confidentiality 
• Must be highly analytical and accurate with excellent attention to detail 
• Must have good organizational and time management skills, as well as, have the ability to meet deadlines with appropriate attention to detail in a fast-paced environment 
• Strong oral and written communication skills; must be comfortable speaking in front of groups 
• Must have a strong customer focus and demonstrate the ability to build relationships internally and externally with a focus on meeting or exceeding service expectations
• Must have a valid California Driver’s License

Compensation & Benefits:

• Estimated total earnings: $71000 - $80000
• Bonus: Up to 10% of base, TBD in December every year
• Healthcare benefits: Health, Dental, and Vision plan offerings
• Retirement: 401(k) plan with up to 4% match

More Perks:

• Unlimited snacks, coffee & more
• Happy Hour Thursdays
• Business Trips
• Awesome career growth opportunities