Location: Remote/Hybrid (Candidates in New York, San Francisco, or Austin preferred)
About the Role
We are seeking a highly capable and driven Executive Assistant to support the CEO in managing multiple ventures, including an advertising firm (www.thematchbox.inc), a music label & publishing company (www.spyll.co), and a software startup (www.theadspend.com). This role requires strong organizational skills, strategic thinking, and an understanding of the varied demands across these industries.
This part-time role is ideal for a proactive professional looking for a flexible schedule while maintaining high standards for efficiency, precision, and professionalism. The ideal candidate will thrive in a fast-paced environment with shifting priorities and bring a unique blend of strategic, administrative, and operational support skills.
Key Responsibilities
- Strategic Support and Project Management: Identify, prioritize, and execute high-impact tasks to maximize efficiency across multiple ventures. Research and prepare detailed agendas, briefing documents, and relevant data to ensure productive meetings. Coordinate cross-functional projects by tracking deliverables and ensuring alignment with strategic goals. Assist in designing workflows and systems to streamline operations across all businesses, and conduct industry research to provide insights for decision-making processes, especially in marketing, music, and advertising sectors.
- Administrative Excellence: Proactively manage a complex calendar with multiple stakeholders across time zones, anticipating conflicts and providing solutions. Draft, edit, and format reports, presentations, contracts, and other key documents. Organize and maintain digital files and records for immediate accessibility and maintain CRM data to track client and partner relationships, especially for marketing campaigns and collaborations.
- Travel Management: Plan complex travel itineraries for domestic and occasional international trips, including transportation, accommodations, and visa arrangements. Coordinate participation in conferences, speaking engagements, etc., ensuring all necessary materials are prepared in advance. Proactively address potential travel disruptions by providing alternative solutions, and organize logistics for music-related events by coordinating with venues, on-site managers, and artist schedules.
- Communication and Liaison: Act as a primary point of contact, ensuring professional and timely responses to clients, partners, and team members. Draft polished and impactful communications for professional correspondence. Ensure seamless communication between leadership teams, monitor the CEO's inbox, and prepare agendas, notes, and follow-up items for meetings.
- Personal and Confidential Support: Assist with a variety of personal tasks, household coordination, and special projects as needed, ensuring all responsibilities are handled smoothly. Manage sensitive business and personal information with the highest level of discretion and professionalism.
Qualifications and Key Attributes
- Experience: Minimum 3 years of experience supporting C-level executives in demanding environments.
- Tech-Savvy: Advanced proficiency in Google Workspace products (Sheets, Drive, Admin Console), and project management tools (e.g., Slack, Asana, Notion, Trello). Familiarity with CRM tools (like Hubspot or Salesforce) is a plus.
- Travel Coordination: Experience managing complex travel arrangements.
- Communication Skills: Strong written and verbal communication skills.
- Industry Knowledge: Familiarity with B2B SaaS, music industry, and/or advertising industries.
- Flexibility: Ability to work part-time hours (5-10 per week) with schedule flexibility.
- Attributes: High attention to detail, problem-solving ability, discretion with sensitive information, resourcefulness, creativity, and the ability to remain calm under pressure.
Benefits
- Remote Work: Work primarily from home, with flexibility in hours. Again, candidates in New York, San Francisco, or Austin preferred.
- Insurance Coverage: Health, vision, and dental insurance available.
- Travel Opportunities: Occasional travel required for events and meetings, with all expenses covered.
We are an equal opportunity employer, committed to creating an inclusive environment and encouraging applications from individuals of all backgrounds, experiences, and abilities.
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Please send your resume (no cover letter needed) to careers@thematchbox.inc, with the subject line: "Executive Assistant Application - Your Full Name - December 2024".
- Also, if you’re up for it, send us your favorite movie and album released this year.
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