Job Description

WHO WE ARE: The Todd Buterbaugh Companies’ mission is to bring 100% commitment to love the people we work with, see their future in what they are capable of, and hold a tension between the two, to enable the creation of their personalized vision. We believe in investing first in relationships, creating value in every interaction, and building profitable long-term returns.

WHO WE WORK WITH: Our clients are developers of ideas, companies, people, communities, and vision mapping. They are extraordinary and have results to show it. As missional people, they care, sacrifice, and do things that others dream. As high performers, they are driven to be distinct in who they are and what they do. There is a growing commitment to build strong and meaningful connections with their most important relationships. They build profitable teams, companies, and communities.

YOU ARE THE KIND OF PERSON WHO:

• Asks good questions, listens thoughtfully, and finds ways to practically bring ideas to life while executing on them with a high degree of consistency.
• Has a keen eye for detail, pattern identification, ability to articulate them, and is motivated to create plans that optimize and improve the way things are done.
• Meeting 100% is the low bar you set for yourself.
• Has been told that you pay too much attention to detail, yet you know if others would listen to you, you could help make things better.
• Gets bored easily and is driven to excel because no one can set a standard higher than you do for yourself.
• Is energized from being around challenge, high energy, change, and creativity and enjoys building structure to capitalize on the ideas and opportunities.

JOB SUMMARY

The Executive Assistant is responsible for providing secretarial and administrative support to the Chief Executive Officer in a professional and timely manner. The Executive Assistant works one-to-one with the CEO on a wide variety of matters to provide comprehensive administrative support and strategic planning advice. The candidate must be flexible to meet the demands of our growing organization. The ideal candidate will have a warm and calm disposition, impeccable organizational skills, and prior experience in an administrative role at a startup or other small-scale organization.

DUTIES AND RESPONSIBILITIES:

• Manage complex scheduling and detailed calendar of CEO, working closely to maximize CEO’s efficiency and effectiveness
• Offer creative solutions to scheduling and meeting planning needs with thorough knowledge of CEO’s priorities and clients in mind
• Maintain client database and digital filing system to maximize efficiency and create clear communication between team members
• Assist Chief Operating Officer/CEO in creating and carrying out efficient systems, processes, and strategies to build a smooth experience internally and externally and elevate CEO’s time and ability to engage in high level work
• Efficiently and adeptly field incoming requests, feedback, and queries for the CEO quickly and professionally with the strategy and brand of the company at the forefront
• Arrange meetings and appointments, and provide reminders daily; maintain a master corporate calendar of all conferences, all-hands events, holidays, and vacations
• Arrange CEO travel, hotel and dining as needed
• Take dictation and meeting minutes, accurately enter notes, and distribute to appropriate parties
• Monitor office supply levels, reorder when appropriate
• Maintain strong relationships with vendors and keep price data in order to get the best pricing on supplies and services
• Produce professional-quality reports, presentations, and briefs
• Manage a daily list/log of all outstanding work to communicate with CEO/COO
• Assemble contracts from pre-build templates
• Partner with the COO and team members to coordinate and drive events
• Recommend and implement efficiencies for the Chief of Staff and CEO

REQUIREMENTS AND QUALIFICATIONS:

• Confident to listen, speak candidly, assume roles and tasks, and then report back on what happened as well as its impact
• Discretion with personal and confidential information
• Ability to stay calm and on-task in high-stress situations
• Basic bookkeeping and math skills
• A home office that is set up to provide focused work and the ability to meet at the headquarters in Purcellville, VA periodically, as needed
• Able to make professional decisions in a fast-paced environment and own the results
• Goal oriented and organized
• Able to multitask, prioritize, and manage time effectively
• Self-motivated and self-directed
• Excellent verbal and written communication skills
• Working knowledge of various computer programs (experience with Google Apps and CRM’s); proficient computer skills in Microsoft Office Suite (Outlook, OneDrive, Word, PowerPoint, and Excel)
• Excellent time-management, interpersonal skills, and communication with all stakeholders
• A Bachelor’s degree is preferred

Company Description

The Todd Buterbaugh Companies’ mission is to bring 100% commitment to love the people we work with, see their future in what they are capable of, and hold a tension between the two, to enable the creation of their personalized vision. We believe in investing first in relationships, creating value in every interaction, and building profitable long-term returns. Our clients are developers of ideas, companies, people, communities, and vision mapping. They are extraordinary and have results to show it. As missional people, they care, sacrifice, and do things that others dream. As high performers, they are driven to be distinct in who they are and what they do. There is a growing commitment to build strong and meaningful connections with their most important relationships. They build profitable teams, companies, and communities.