Executive Administrative Assistant

StickerGiant is an essential business that provides high-quality stickers and labels, fast turnaround, and excellent customer service. Our mission is to create a good company to work for which leads to happy, healthy Giants. We are guided by our values; All In, Grow & Learn, Positive Energy. We value and embrace the diversity of identities, experiences, thoughts, needs, and approaches. We communicate frequently and transparently which allows our employees to see, experience, and take ownership of our shared success together. 

The Executive Administrative Assistant is a competent, positive, and detail-oriented individual who knows what it takes to have a great partnership with a leader. Your primary focus is to help the CEO of StickerGiant implement boundaries to protect their time and enhance workflow. You execute tasks as assigned, anticipate needs before they arise, use critical thinking to manage projects, and offer solutions to problems. You are well versed on what it takes to coordinate a CEO’s busy day. You bring critical thinking, communications expertise, intellectual curiosity, energy and creativity to help the CEO with overall organization and execution. 

*StickerGiant is a highly inclusive company. We welcome and encourage candidates for this position who thrive where the lens of inclusivity, equity, belonging, and diversity inform how we run our business - both inside and out. Special consideration will be given to underrepresented applicants.*

ESSENTIAL DUTIES & RESPONSIBILITIES

• Anticipate CEO’s needs and take ownership of planning, executing, and delegating activities

• Prioritize and perform project management and administrative activities for the CEO and Leadership Team

• Inform the CEO of upcoming events, meetings, deadlines, goals, commitments

• Schedule and maintain calendar appointments, coordinating across multiple time zones and attendees

• Develop, prepare and assemble necessary materials for meetings such as invitations, reserve meeting space, pre-read documentation, agenda, food service, logistics, travel arrangements

• Capture meeting notes, assign action items, and create a reporting cadence for the CEO and Leadership Team during weekly meetings

• Organize, schedule, and facilitate company-related meetings on a quarterly, weekly, and daily cadence

• Provide assistance with program planning and project coordination, aiding in all areas of responsibility

• Complete special projects for the organization and identify process improvements to enhance inefficiencies (i.e. discrepancies in strategy execution)

• Provide analytical support for projects and coordinate daily, weekly, or monthly reporting to all partners

• Prepare and maintain a variety of written materials and reports for easy retrieval when information is requested

• Support CEO in the creation, review, and distribution of company-wide communication 

• Monitor the CEOs budget, submitting corporate credit card transitions to the PO system

• Summarize lengthy correspondence, highlighting key information and directly resolve, respond with timely action

• Produce reports, presentations, and briefs for meetings scheduled for the week

• Help the CEO thrive by keeping them focused on the highest-level of responsibilities in their seat (rather than too far down in the weeds)

• Provide effective problem-solving and communicate effectively to resolve a variety of challenges

• Live by and model StickerGiant core values: All In, Grow and Learn, Positive Energy

EDUCATION, FORMAL TRAINING & REQUIREMENTS

• B.S. in Business Administration or another related discipline preferred but not required

  • Years of experience can replace this preference

• 5 years experience in Executive Management and/or Administrative Support role, preferably supporting C-level leaders in a high-growth stage

• Demonstrated prior experience and proven track record in the management of projects, deadlines, and processes especially in dynamic matrix organizations

• Fluent with technology and organization tools such as Slack, Asana, Google Suite, and MS Office

• Literate with Mac computers / Mac OS

KNOWLEDGE, SKILLS, AND ABILITY

• Proven experience supporting executives in administrative organization, task management, and company-level communications 

• Adaptable to changing tasks, priorities, and projects

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround

• Proactive; solve problems before they arise

• Expert communicator; communicate with clarity and precision 

• Convey written and visual content in a concise manner

• Accurate typing, filing, record keeping, grammar, and spelling

• Maturity, professionalism, and ability to remain calm under pressure

• Ability to complete a high volume of tasks and projects with little to no guidance

• Able to maintain a high level of integrity and discretion in handling confidential information

• Extremely versatile, dedicated to efficient productivity and detail-oriented

• Experience with project coordination role including communication of project outcomes, process, and reporting/recommendations 

• Exemplary planning and time management skills, with the ability to assist CEO in those areas

• Bonus points if you also have a background in: employee engagement, budgeting cycles, strategic planning, etc.

PHYSICAL REQUIREMENTS

• The selected candidates must have the ability to pass a background check and drug screen at the time of hire

• Able to use a computer, keyboard, phone for extended periods of time

• Frequent standing, walking, grasping, gripping, and fine hand manipulation

• Visual acuity at short distances - able to detect variances in orders and cut marks

• Occasional stooping, bending and overhead reaching

• Able to lift 10 lbs. continuously and occasionally lift and/or move up to 40 lbs.

POSITION SCHEDULE DETAILS

• Full-time position (85% on-site / 15% remote)

• Monday - Friday (40-45 hours/week)

BENEFITS & PERKS

• Compensation: Base salary will be based on level of experience. Please share your salary needs in the application. If level of experience dictates a higher salary compared to what is posted we gladly welcome the conversation.

• Core Benefits:

  • Health, dental, vision offered at reduced rates. Options for PPO or High Deductible for health coverage. 

  • High-deductible health plan enrollees will receive an annual company contribution towards your HSA: $600 per employee, and an additional $400 for enrolled dependent(s)

  • Life insurance and short-term disability insurance covered at 100%

  • Voluntary benefits include accident & critical illness, long-term disability, identity theft insurance 

• Paid Time Off: 3 weeks vacation holidays floating holidays 6 sick days

• Paid Leave: Paid maternity leave for employees who qualify for FMLA, as well as parental leave

• 401(k): StickerGiant contributes 5% as follows: a guaranteed 3% contribution additional match up to 2% of your contribution

• Bonus Program: Bonuses are provided based on achievement of annual financial goals for the company

• Professional Development: We provide opportunities for attending conferences, obtaining and/or renewing certifications, and participating in workshops and will tailor-make your career development plan with you

STICKERGIANT WORKING CONDITIONS - COVID19

• StickerGiant is considered an essential business and we are committed to providing a happy, healthy, and safe working environment for our Giants (i.e. employees)

• We have addressed risks proactively which includes: prioritizing critical operations, communicating with employees and customers regarding all business changes, adhering to proper/recurring cleaning procedures, enforcing social distancing and the proper use of protective clothing and equipment (provided to all employees by StickerGiant), implementing teleworking where possible, and keep informed status locally

We care a great deal about creating an environment where all Giants can bring their whole selves to work and to provide all candidates with an equitable, inclusive and accessible recruitment process in alignment with our values. At StickerGiant, we provide Equal Employment Opportunity (EEO) to all persons regardless of age, race, national origin, citizenship status, political opinion, social group, ethnic origin, marital status, union affiliation, union sympathy, physical or mental disability, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. This policy applies to all conditions of employment including recruitment, hiring, promotion, termination, leaves of absence, compensation, and training. If you prefer accommodation during the recruiting process, or you have feedback about your candidate experience at StickerGiant, please contact the Director of People Culture.

*Special consideration will be given to underrepresented applicants and are strongly encouraged to apply*