Out Leadership is searching for an experienced, reliable and task-oriented Executive Assistant (EA) and Officer Manager who will work directly with Chief Operating Officer, Wes Werbeck, and OL Founder and Principal, Todd Sears, with opportunities to collaborate with the entire Out Leadership team. The EA/Officer Manager will be responsible for providing personalized administrative support on a one-to-one basis in a variety of tasks related to Founder and Principal’s work-life and communications in a well- organized and timely manner, as well as the day-to-day support organization and coordination of administration and office procedures as directed by the COO.

The ideal candidate is highly self-motivated, professional, responsive and capable of managing a heavy workload and prioritizing tasks in a fast-paced, global corporate environment. Ideally, the candidate would have experience creating structures to increase efficiency, especially around time management, meeting tracking and follow-up and contact management for the Founder.

In addition to coordinating the Founder and Principal’s internal calendar, the EA/Officer Manager must be capable of scheduling and coordinating numerous meetings a day, overseeing a high-volume of communications and follow-ups, coordinating a busy global travel schedule, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. The ideal candidate will be accustomed to an always-on work environment, helping the Founder manage calls and emails in early mornings and evenings (with Hong Kong, Sydney, etc.).

RESPONSIBILITIES

• Maintain all aspects of the Founder and Principal’s schedule by planning and scheduling meetings, conferences, teleconferences, and assists in arranging travel and accommodations including personal requests.
• Provide sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
• Oversee the summer internship program (post job description, collect and review resumes, schedule interviews with the team); and manage/be the direct report for each intern to ensure each are assigned projects and provide support across the team.
• Organize and maintain the team calendars, team meetings, conference room booking and AV support, and appointments.
• Make all travel arrangements for the team. Serve as the point person for office manager duties including: - Maintenance - Mailing - Supplies - Equipment - Bills - Errands - Shopping
• Maintain the office condition and arrange necessary repairs.
• Address employees’ queries regarding office management issues (e.g. stationery, hardware and travel arrangements).
• Provide general support for office visitors, screen phone calls, inquiries and requests, and handling them when appropriate.
• Liaise with facility management vendors, including catering and security services.
• Attend and assist with corporate events to take place outside of the workplace, and team internal events and offsite retreats/activities.
• Maintain an organized filing system of paper and electronic documents.
• Uphold a strict level of confidentiality.
• Manage and track Founder’s extensive professional and personal contact network.
• Develop and sustain a level of professionalism among staff and clientele.

COLLABORATION

The EA/Office Manager reports to the COO around key priorities and projects (office operations, equipment, maintain and requests, weekly agenda setting, and priorities across office management), serves as the right-hand of the Founder and Principal for his scheduling, calendaring, and strategic management of his time and priorities, and will work closely with: CFO to ensure all items are invoiced and paid on time, support contract and price negotiations with office vendors and service providers, and coordinate office lease renewals.

Members of the whole team for special requests and office needs.

As a small, fast-paced, entrepreneurial company, Out Leadership thrives when its staff functions as a cohesive, collaborative team, working together to ensure the success of the company and its goals. To this end, every staff member is called upon to contribute to Out Leadership’s success, which may mean fulfilling a role or duty not specifically listed in the employee’s job description. This includes helping to maintain a tidy and professional shared workspace, staffing summits and events, identifying and supporting revenue-generating opportunities, and creatively contributing to strategic brainstorming sessions.

EQUAL OPPORTUNITY EMPLOYER

Out Leadership is an equal opportunity employer and is firmly committed to complying with all federal, state and local equal employment opportunity (“EEO”) laws. Out Leadership strictly prohibits discrimination against any employee or applicant for employment because of the individual’s race, creed, color, sex, religion, national origin, age, sexual orientation, height and weight, disability, gender identity or expression, marital status, partnership status, genetic predisposition or carrier status, military status, arrest record and any other characteristic protected by law.

Out Leadership is especially interested in applicants that reflect the full diversity of the community we serve. Immigrants, people of color, transgender and gender nonconforming people, intersex people, and people of different abilities are strongly encouraged to apply.

The ideal candidate will possess:

• A bachelor’s degree from an accredited institution is preferred, though not required.
• Self-starter who can take initial direction on a project, assume ownership of it, and produce high quality work, collaborating with team members as necessary Advanced Google for Business skills (G-Mail, Google Calendar, Docs, Sheets, etc.), proficient in MS Office (MS Word and MS Excel) with an ability to become familiar with company-specific programs and software (Dropbox and Zoom).
• Ideally a strong competency of CRM platforms like Salesforce and Asana. Background (or proven interest) in the for-profit sector.
• A shared commitment to Out Leadership’s mission and values. Demonstrated sensitivity and respect for the cultural values, practices, beliefs, and social experiences of diverse communities.

Out Leadership offers competitive compensation commensurate with experience, including a competitive benefits package with paid time off, 401(K) with a 4% employer match, and a 90% covered health plan.

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