The posting
In this position, the Executive Assistant will support BarkleyOKRP's C-Level Executives. This person will be the supportive force that empowers our partners and their executive in a timely and professional manner and should be well organized, have great time management skills, and be able to act without guidance. The ideal candidate is both approachable & respectful, comfortable with new technology, virtual meeting platforms, and scheduling systems, and can maintain a realistic balance among multiple priorities. This person should also be able to identify and address the needs of C-Level Executives and perform administrative tasks to ensure the workflow runs smoothly.
Responsibilities
- Assist the C-Level Executive(s) with daily administrative duties and complete a broad variety of administrative tasks.
- Coordinate fast-paced, complicated scheduling and extensive calendar management, as well as administration of content and flow of information to C-Level Executives.
- Work closely and effectively with C-Level Executive(s) to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
- Coordinate and book travel arrangements—air, transportation, and accommodation—as well as a place on the calendar, and communicate those arrangements with a high level of detail and follow-through.
- Demonstrate the ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Plan, coordinate, organize, and help at various company/department meetings, events, and celebrations as needed.
- Have the ability to create and edit presentations and materials.
- Be easily accessible for after-hours travel, scheduling, and other needs.
- Pick up deliveries and run errands as needed for both business and personal purposes.
- Prepare, complete, and reconcile expense and mileage reports in a timely manner.
- Complete timesheets, both billable and non-billable.
- Manage emails in the Executive's inbox and respond on behalf of the Executive (multiple emails).
- Act as the point of contact among executives, partners, and other external partners.
- Manage information flow in a timely and accurate manner.
- Must have strong writing and review skills, and demonstrate ability in using Google Applications.
- Format information for internal and external communication.
- Prepare agendas and take minutes during meetings.
- Organize and maintain a digital filing system.
- Appropriately relay important information promptly and clearly, maintaining confidentiality as needed.
- Manage sensitive matters with a high level of confidentiality and discretion.
- Maintain excellent communication and time management skills, with a proven ability to meet deadlines.
- Ability to function well in a high-pressure, fast-paced environment.
- Perform additional duties as assigned by executives.
- Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
- Provide hospitality to all guests and help to create a welcoming environment.
- Assist with special projects/duties as assigned for the overall benefit of the organization.
Qualifications
- Proven work experience as an Executive Assistant supporting C-Level Executives or similar roles (3+ years of experience).
- Tech-savvy, with proficiency in Google Applications and other office productivity tools, and ease of adoption with new software and systems.
- Experience exercising discretion and confidentiality with sensitive company information.
- Excellent organizational and time management skills, creative and willing to take on work independently and coordinate multiple projects at once.
- Excellent verbal and written communication skills.
- Strong ability to execute work with a diversity, equity, and inclusion lens.
- High degree of professionalism in dealing with diverse groups of people, including senior executives, partners, and external leaders.
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to complete a high volume of tasks and projects with little or no supervision.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Highly adaptable, with the ability to switch gears at a moment's notice.
- Flexible team player prepared to do what it takes to get the job done, versatile, and enjoys a challenge.
- Able to work under pressure.
- Flexible hours as dictated by the needs of the business for projects and meetings.
- Networking and negotiating skills.
- Multi-tasking.
- Pay attention to detail.
- Willingness to learn.
The annual gross base salary range is $60,000- $90,000 USD. This range represents the anticipated target salary range for this position. Actual salaries will vary and are based on factors such as a candidate’s qualifications, skills, and geographic location. Salary is one component of BarkleyOKRP's total compensation package, which includes multiple health insurance options, flexible PTO, life insurance, and 401K.
BarkleyOKRP’s Commitment to Diversity, Equity, Inclusion + Belonging
- At BarkleyOKRP, DEI+B drives work that matters. We believe people and creativity are made of the same substance, and when every perspective is valued, the impact is stronger. We build belonging as a business strategy, power inclusive creativity that delivers measurable results, and hold ourselves accountable as a B Corp committed to progress over performative intent. When people are valued, the work carries greater impact.
