Executive Assistant

About Us:

Recognized among Pittsburgh's 2024 Top Workplaces and Fastest-Growing Companies, Wolfe has been a leader in the Gift Card and FinTech sectors for over 25 years. We power gift card programs for national merchants like KFC. Our flagship consumer brand, PerfectGift.com, enables customers to create customized gift cards.

We are a fast-paced environment, like kayaking down a white-water river, not canoeing on a lake. Learn more about our company culture, core values, and industry recognition on our career page (https://wolfe-llc.breezy.hr/).

Role Summary:

The Executive Assistant to the CEO is a trusted partner responsible for providing high-level administrative support, ensuring seamless daily operations, and enabling the CEO to focus on strategic priorities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple projects and relationships with professionalism, warmth, and caring. The Executive Assistant will oversee the office assistant, coordinate key business and culture initiatives, and provide support across both professional and personal domains as needed to ensure the CEO’s effectiveness.

The Wolfe company has roughly 160 employees and contractors, is self funded, has 3 locations, a fully functioning Board of Advisors, has been in Inc5000 for the past 4 years in a row, and has sights on a future IPO. The pace is very fast.

Impact Statement:

Success in this role will be measured by, but not limited to, the following outcomes.

• Meeting Preparation and Follow-through: 100% of CEO and executive meetings have agendas and materials prepared in advance, with follow-up actions tracked to completion within agreed timelines.
• Executive Communications and Materials: All correspondence, reports, and presentations are delivered error-free, on time, and in the CEO’s voice. Inbox triage system implemented within the first 90 days, achieving 95% same-day response or filing of emails.
• Records and Information Stewardship: 100% of required records maintained in compliance with confidentiality and retention standards, with all materials retrievable within 15 minutes of request.
• Board Operations and Diligent Execution: All Board of Advisors cycles completed on schedule, with agendas and packets distributed at least 5 business days prior, and 100% of post-meeting actions documented and tracked.
• People Leadership Cadence: Direct reports (e.g., Office Assistant) have weekly 1:1s and quarterly feedback documented, achieving agreed milestones with >90% on-time completion.
• Travel and Logistics: CEO travel itineraries delivered at least 48 hours in advance with zero missed or conflicting arrangements.
• Proactive Issue Resolution: All calendar conflicts or operational risks identified and escalated at least 24 hours before impact, with viable options presented.
• Adaptive Scope: Additional assignments taken on as needed, with documented outcomes delivered on time and to standard.

Qualification:

• Proven experience as an executive assistant or in a similar administrative role supporting senior leadership.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• High level of discretion and professionalism.
• Proficiency with board planning software, project tracking software and Microsoft Office Suite.
• Ability to manage multiple priorities and work independently.
• Experience overseeing direct reports is a plus.

Compensation & Benefits:

Wolfe is committed to providing a comprehensive benefits package to support your well-being, along with competitive compensation targeting the top 25% (75th percentile) in the local market. Our benefits and perks include but not limited to:

• Compensation: $91,000 - $114,000
• Restricted Stock Units (RSUs)
• Profit Share
• Medical, Prescription, Vision, and Dental insurance for employees and dependents (Wolfe pays 80% of premium)
• Short-Term Disability Insurance (Wolfe pays 100% of premium)
• Voluntary Long-Term Disability Insurance, Life Insurance, Critical Illness Insurance, Accident Insurance, and Hospital Indemnity coverage
• PTO (vacation)
• Corporate Holidays
• 401(k)
• Employee recognition program
• Charitable Donation to a charity of your choice yearly
• Employee Referral Bonus
• Tuition Reimbursement
• Internal Training and Information sessions
• Family Picnic, Holiday Party, and other outings
• Internal Culture Club

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Wolfe is an Equal Opportunity Employer.

Wolfe does not sponsor employment visas.