What are the responsibilities and job description for the Executive Assistant position at Ember?
Job Summary
Ember is seeking a highly organized, detail-oriented Executive Assistant to provide comprehensive support to Ember's Executive Team in Westlake Village, California. The primary role of the Executive Assistant is to relieve the Executive of administrative duties and keep the office of the Executive running smoothly. The Executive Assistant must be able to effectively prioritize and manage administrative tasks, as well as implement systems and processes to create efficiency and grow productivity. The primary responsibilities include calendar management, scheduling travel, arranging meetings, handling information requests, and compiling meeting materials. This role requires a high level of professionalism and confidentiality.
Responsibilities
- Monitor and manage the Executive's calendar and meetings; prioritize inquiries and requests, acting as a gatekeeper, and make recommendations for effective scheduling and arrangements.
- Anticipate the Executive's needs in advance of meetings, conferences, etc. and keep him well informed of upcoming commitments and responsibilities.
- Arrange travel and logistics including booking flights, hotels accommodations, transportation, meal reservations, etc.
- Collect and drive a list of key decisions for the Executive, such as: things to be signed, documents to review, important emails, invitations, deadlines, reminders, etc.
- Track and record expenses and complete reports for reimbursement.
- Assist in coordinating in-office and offsite events.
- Arrange logistics for visitors and coordinate lunches and dinners with senior team, key partners, and others.
- Send materials for review prior to key meetings, take and distribute meeting notes when appropriate.
- Assist with office management, including, but not limited to, office lunches, general organization, coordinating with vendors, communication with the building's property management, etc.
- Coordinate projects that may involve working with all levels of internal management and staff.
- Collect and compile materials for Town Hall and other meetings/events, as needed.
- Perform personal assistant duties as needed.
- Perform other job-related tasks and special projects as required.
Requirements
- Bachelor's degree plus 2-5 years of experience (preferred), or 5 years of experience supporting Executive management.
- Extremely diligent, organized, and resourceful with a high attention to detail.
- Able to be flexible and adapt to various projects in a fast-paced environment.
- Exceptional interpersonal skills and comfortable interacting with all levels of internal and external company contacts.
- Able to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Excellent judgment is essential.
- Able to make appropriate, informed decisions.
- Strong verbal and written communication skills with highly professional email etiquette.
- Able to work cross-functionally and maintain positive relationships across the organization.
- Proficiency in MS Office (Outlook, Excel, PowerPoint, Word).
Why work at Ember?
Ember is a design-led temperature control brand and technology platform, whose mission is to revolutionize the way people eat, drink and live. Founded by inventor and serial entrepreneur Clay Alexander, Ember creates, designs and develops temperature control products that offer people complete customization.
Named one of TIME magazine's Best Inventions, the award-winning temperature control Ember Travel Mug² and Ember Mug² are the most advanced coffee mugs on the market, allowing individuals to set and maintain their preferred drinking temperature for hot beverages.
Ember's temperature control smart mugs are available in over 10,000 retail doors in 27 countries worldwide, including top retailers such as Best Buy, Apple, Williams Sonoma, Bloomingdale's and Target.
Up next, Ember is applying our innovative temperature control technology to new categories including healthcare and infant care.
What you need know
- Competitive salary
- Stock options
- Comprehensive health benefits (medical, vision, dental, etc)
- 401(k) retirement plans
- Flexible PTO policy
- Paid volunteer days
- Opportunity to work on a variety of exciting projects
What you really want to know
- Lots of coffee.
- Cool swag your very own Ember mug!
- Frequent catered lunches
- Fully stocked fridge & pantry with all the snacks your heart desires
- Daily ping pong tournaments
- Potential celebrity sightings
- Guaranteed puppy sightings
- Team happy hours
- Spontaneous team outings!