Role: Executive Assistant with startup and Project Management Experience
Location: Phoenix AZ or Remote, US-based; Work day scheduled on PST or MST hours
Position: Full time, W2, two- week paid vacation, one week sick time accrued per year
Salary: Commensurate with experience - 60K+
*We do not offer health insurance at this time but hope to do so as we grow
Start Date: August 2024; Applications accepted on a rolling basis
About Dr. Huberty and Fit Minded: Dr. Huberty is the CEO and founder of her company Fit Minded, in which she serves as Fractional Chief Science officer to several digital health startups. She has a committed, small, dynamic team of PhD level scientists committed to delivering tailored, science-driven solutions to Fit Minded clients. Learn more at jenhubertyphd.com.
Position: We are seeking an Executive Assistant who can seamlessly integrate into our team, execute, problem solve, and manage projects, in addition to fulfilling general executive assistant responsibilities. We are looking for someone that understands startups, enjoys and thrives working with small teams.
The ideal candidate will have experience in startup or C-Suite administration, project management, and a willingness to do what needs to be done, even if it seems out of the traditional EA job role. They must also have the ability to manage multiple priorities with precision and professionalism. Candidates must reside in the United States and be willing to work on PST or MST time zone.
Responsibilities:
Executive Support
Provide comprehensive administrative support to the CEO including but not limited to managing calendars, scheduling meetings, handling correspondence, arranging travel, and personal events
Anticipate and prioritize the CEO's needs and ensure seamless day-to-day operations
Plan, organize, coordinate, and attend meetings, including preparing agendas, materials, and follow-up action items (includes daily reports)
Act as a liaison between the executive and internal/external stakeholders
Plan and execute company events and off-site activities
Ensure accuracy and completeness in all documentation related to projects and operations
Operations Management (execution with the fCOO)
Help create and manage workflows and tools for onboarding clients, managing client projects, and internal processes
Manage interactions with customers using Dubsado, a customer relationship management (CRM) software
Execute contracts, onboarding, and offboarding for clients and employees
Post social media content and track analytics (e.g., Linkedin)
Assist the fCFO with all finances (e.g., invoicing, tracking time, expense reports)
Assist in the development and design of PowerPoint presentations, reports and quarterly newsletters
Contribute to the development and execution of strategic plans by providing insights and operational support alongside the fCOO.
Collaborate with Dr. Huberty & fCOO to align operational strategies with the company's overall objectives
Project Management
Lead and coordinate cross-functional projects, ensuring they align with company goals and timelines
Track progress, and communicate project status/updates to stakeholders
Serve as a central point of contact for internal and external communications, ensuring timely and accurate dissemination of information
Required Qualifications
Bachelor’s Degree +2 years of experience as an EA in a role with focus on project and high level CEO Support in a startup or C-suite role
Experience with project management platforms including Asana, Slack and G Suite tools
Experience with design tools including Canva
Experience with CRM tools (Preferably Dubsado, but any CRM experience is relevant)
Experience posting to LinkedIn
Ability to edit/modify websites via Wordpress
Demonstrated leadership ability and strong interpersonal skills
Excellent communication and presentation skills
How to apply
If you have the required qualifications and feel you are a good fit for this position, please complete and upload the following
A resume
A one-page (maximum) letter explaining why you feel like you are a great fit for this role and what makes you resonate with Fit Minded.
Availability: Specify when you are able to start the position
Salary Requirements
*Fit Minded, Inc. is an equal-opportunity employer committed to diversity and inclusion. We encourage candidates of all backgrounds to apply.
Employment type
Full-time
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