We're looking for a rockstar assistant to the CEO here at Bev.  Bev is an awesome company in the alcohol space, whose mission is to break the glass by changing drinking culture.  We hope to shift the projection of women (and men!) within the booze industry from oversexualized or hypermasculinized to something well… we can all actually relate to.  For this role, we're looking for someone organized, fierce, whipsmart and self-starting (our CEO moves a million miles a minute so best you enjoy keeping up!). The job requires anticipating the executive's needs, freeing her up to focus entirely on bigger picture issues.  Help make her a superhuman! This includes things like systemazation, inbox management and follow-ups, scheduling and logistics, occasional assistance with personal tasks (claims, expenses), helping to manage internal team functions, as well as other administrative tasks. And of course, at Bev we value kindness, candor, accountability and fun!  Our culture is unique and we'd love for you to be a part of it. Experience required:Minimum of two years of administrative experience, Works well under pressure and able to manage multiple projects and Expectations, Valid Driver's license and reliable personal vehicle. Mac & Mac Systems Experienced, Tech Savy, Writing Skills, Reporting Skills, Supply Management, Scheduling (Google Cal & Docs), Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Strong Verbal Communication.

Professional

1. Follow ups, inbox management, & finger on the pulse

   1. Triage inbox through regular and reliable inbox management by reading, researching and routing correspondence as necessary. Categorize inbox for efficient executive responses.
   2. Draft (and when needed, send) follow up emails from all meetings (internal & external)
   3. Input all action items into asana
   4. Manage and organize asana 
   5. Transcribe all notes from meetings building out an information base for reference

2. Ensure executive is prepared and making a good impression on all meetings, communications, etc.

   1. Create preparation documents for any and all meetings, dinners, calls, PR appearances - giving executive context with ample time to prepare as needed. Research attendees, individuals, with recommendations on focus for meetings
   2. When appropriate, send thank you cards / gifts

3. Manage scheduling and logistics

   1. Maintain executive appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel
   2. Ensure meetings are confirmed 24 hours before
   3. Handle hotel reservations, coordinate travel, rental cars, etc.
   4. File expenses when necessary (both my & your brex management and tracking)
   5. Help with travel preparation including but not limited to: printing itineraries, assist with packing, organizing meeting schedule, researching location (aka make sure hotels are close by, meetings aren't too far apart, manageable schedule)

4. Leverage executive in developing and maintaining internal relationships

   1. Send welcome email on any new hire's first day from executive
   2. Ensure executive is on top of team birthdays, holiday presents, etc.
   3. Plan & execute team bonding as requested

5. Manage internal functions

   1. Stay on top of the team to get deliverables requested on time (hound people to get me what i need - dashboards, marketing reviews, department update dashboards, etc)
   2. Ensure agendas are sent out for every internal meeting beforehand, particularly meetings requested of me
   3. As necessary, draft emails for the team

6. Systemazation and Organization

   1. Create and keep online filing system (design dropbox for easy filing)
   2. Log and file documents as needed for historical purposes
   3. Keep reading folder, etc for travel
   4. Design & manage offline filing and organization systems

Personal

1. Coordinate with executive's other staff to ensure seamless integration of professional/personal as needed

   1. Decorators
   2. Trainers
   3. Accountants, etc.

2. Maintain a cadence around acknowledging important events for loved ones

   1. Ensure I'm on top of sending cards (or gifts) for: important birthdays, holidays, weddings, events, baby showers, thank you notes, etc.
   2. Anticipate needs ahead of time and send flowers, gifts, etc where necessary - and purchase them

3. Handle personal administrative tasks

   1. Submit healthcare claims
   2. Manage and organize personal mail / paying bills as needed
   3. Appointments for things like the DMV
   4. Manage doctor's appointments, prescriptions, etc