Job Details

About the job Executive Assistant - Remote

Your background demonstrates diverse experience in delivering administrative support, whether that be calendaring in an ever-changing environment, event planning and onsite support, or providing coverage when another member of the team is unavailable. You realize uniformity and processes are essential and help guide the company as we rapidly scale.

Responsibilities

• Work cross-functionally with the growing administrative team on a series of projects, including the all-company offsite, and regular virtual events
• Strong calendaring skills in Google Calendar
• Exceptional travel booking and trouble-shooting skills; on-call when there is a remotely manager offsite and team members are traveling (TripActions)
• Assist in setting up for conferences, meetings, etc.; both virtual and onsite Available to start early or stay late when events/issues call for it (e.g. company events, travel delays)
• Open to travel domestically and internationally 4-6 times/year for scouting locations and joining offsite events
• Help create, and maintain processes and standards; when something can be improved, youll speak up
• Liaise and schedule meetings with external stakeholders, such as strategic partners, media, and sales prospects
• Provide backup support when another member of the Operations Team is on PTO or on leave, on an as-needed basis
• Maintain a perfect track record when it comes to handling confidential information
• Assist with the onboarding of both executive and departmental new hires; will regularly be a buddy and go-to resource for new hires
• Will develop a solid end-user knowledge of the HR and operational stacks; becoming an educational resource for our team members

Qualifications

• 3+ years providing administrative support to multiple teams and team leaders across functions and timezones
• Experience working with other administrative assistants in a fast-paced and ever-changing environment
• Demonstrated ability to plan internal offsites of varying sizes, from ~20-100 people
• Be willing to assist with the planning and execution of external events
• Ability to demonstrate a methodical and effective approach to projects and deadlines; proactively communicating progress along the way; has a can do mentality and strong problem-solving skills
• Familiarity with Audio Visual conferencing/event tools (Zoom preferred)
• Strong documentation skills; unless its written down and shared, it doesnt exist
• Solid time management skills; were flexible on hours as long as the job gets done
• Self-motivated and able to work both collaboratively and independently
• Eager to share knowledge and build awareness; loves to teach and educate others
• Active drivers license
• Valid US passport

What to expect in the first 30 days

• Get to know the Product, Sales, Marketing, and CS teams
• Shadow the offsite planning process with one of the other ops team members
• Become familiar with an innovative and ever-changing tech stack

What to expect in the first 90 days

• Has become familiar with the operating cadence of the Product Sales, Marketing, and CS teams, and supports those needs through agenda drafting, calendaring, training sessions, virtual events, etc.; is a go-to resource for the teams
• Has drafted/maintained internal wiki documentation to educate and improve processes
• Able to provide backup support when another ops team member is OOO/unavailable
• Has become a go-to person and trusted partner for the departments

What to expect in the first year

• Full ownership of the annual Sales Kick-Off event
• Will have become a lead on company-wide initiatives such as OKR management
• Optimere embraces diversity and equal opportunity. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills.

Perks:

• Variety of virtual and in-person social events to build connections and have fun
• Home office setup; we want you comfortable while you work
• Technology stipend equivalent to $100 net/month
• Generous maternity and parental leave
• PTO plan that encourages you to take time to do the things you enjoy
• Whaleness Days: one company-wide day off each month
• Quarterly, company-wide hackathons
• Training stipend for conferences, courses, and classes
• Stock Options; we are a growing start-up and want all employees to have a share in the success of the company
• Medical benefits, retirement, and holidays vary by country

Equal Opportunities

Optimere is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. Optimere does not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender identity, sexual orientation, disability, age or any other basis protected by applicablePLEASE NOTE: Optimere is unable to sponsor visas at this time. You must be a US Citizen or Permanent Resident authorized to work in the US.