Executive Assistant

Oddacious Solutions is a professional staffing organization seeking to promote the flourishing of people and communities by making joyful workplaces through service to others. We gratefully take our clients' icky, Monday-dread-inducing work, run it through our team of Service Alchemists, and produce joy for our clients and us. We are a lean organization, and as we’ve grown, it’s become clear that we need an exceptional administrative professional to serve the team so we can better serve our clients and each other. So if you share our purpose of making joyful workplaces through service to others, read on--Oddacious Solutions might be the perfect place for you.

POSITION OVERVIEW

This is a full-time role reporting to our Founder. For this role, you’ll need to work standard business hours in our office (currently in Ripon) five days a week. Additional work outside business hours and on weekends may be required at hectic times or before a big event.

MISSION

The mission of the Executive Assistant (or, more appropriately titled for our workplace, Excellence Agent) (EA) is two-fold. First, stay two steps ahead of the Founder, tracking all of the administrative details and clearing the path for him to make his greatest contribution to our team. Second, serve the team, leading professional and personal development activities and coordinating team wellness events, among other things.

The EA will be a crucial asset to the Founder by anticipating needs at a high level and completing tasks with minimal direction, allowing him to develop vision and strategy, coach team members, and develop relationships so that we can reach our full potential. While repetitive tasks are certainly part of this position, the tasks assigned can vary weekly based on the needs of the Founder, the team, and the business. The most important responsibility of the EA is to ensure that administrative tasks and projects are completed with a high level of excellence, efficiency, confidentiality, accuracy, and positivity to support the unique workplace we are building together consistent with our Values (see below).

PRIMARY RESPONSIBILITIES

The Executive Assistant will have the following primary responsibilities:

• Communicating internally and externally on the Founder’s behalf via email, phone, and in person
• Running errands and attending in-person meetings multiple times per week
• Calendar management and scheduling (both personally and professionally) on behalf of the Founder
• Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers/catering, etc.
• Light accounts payable duties
• Management of professional and personal development activities, wellness events, and team volunteerism
• Office management duties, including the ordering of office supplies and snacks
• Generating weekly and monthly reports on work performed for clients
• Review and approve timesheets and leave requests for all team members
• Monitor client work assignments and available team member hours to ensure adequate capacity

PROFICIENCIES

Team Player: Besides working directly with the Founder, the EA will also work closely with all team members, enabling them to grow and be their best selves. They’ll need to collaborate and communicate well with these team members, maintaining a can-do spirit and actively promoting our company Values (see below), which, at a minimum, means not complaining, making excuses, or gossiping.

Quality Communication: The EA must be an excellent communicator in both written and oral form. This requires proficiency in spelling, grammar, and punctuation and the ability to summarize large amounts of information. In addition, tracking communication across multiple channels without losing details is a must.

High Level of Discretion: Since our EA will regularly work with confidential information, discretion and sensitivity is a must.

Anticipating Needs and Acting Proactively: As a part of our commitment to enabling our Founder to serve our team and clients at the top of his game, our EA will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay two steps ahead of your leader, clearing the path for him to make his greatest contribution. And, when you see a task is to be done, you do it (or make sure it gets done correctly) without prompting and with minimal guidance.

Affinity for Technology: Our executive assistant will be a technologically savvy Mac user and will not be intimidated by learning new technology. Proficiency in the following platforms is ideal: TimeTracker, Gusto, Google Suite, Slack, Zoom, Asana, and Lattice.

REQUIREMENTS

Education: Bachelor’s degree preferred.

Experience: 2-5 years supporting executive(s) and/or managing an office

Physical: Ability to bend, reach, and lift boxes and office supplies up to 30 lbs.

Attitude: Genuine desire and ability to actively promote our Oddacious Values:

• Upgrade to the Platinum Rule. We consider how our thoughts, speech, and actions affect others and seek to treat them as they would like to be treated.
• Build trust and make it safe. We act with integrity, speak with candor, listen more than we talk, assume the best intentions, and welcome opinions different from ours.
• Leave it better than you found it. We clean up messes we didn’t make and don’t ignore opportunities for improvement because someone else said it was “good enough.”
• Be outstanding and improving. We do top-notch work while embracing change and celebrating errors as paths to improvement.
• Be authentic. We embrace who and where we are, bringing our real selves to work every day and encouraging others to do the same.
• Be passionate. We are out to make a difference, and nothing significant was ever achieved half-heartedly.
• ​Be humble. We quietly press on because there is no finish line, and everyone has something to teach us.

Job Type: Full-time

Pay: $28.00 - $34.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Ripon, CA 95366: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

Salary : $28 - $34