Job Description
This role is pivotal in providing comprehensive administrative support to our co-founders and ensuring seamless operations across all business functions. The ideal candidate will manage high-volume schedules with precision, coordinate complex logistical arrangements for offsite events, and oversee end-to-end travel planning for domestic and international trips. Additionally, this position requires ownership of ad hoc projects that arise organically, as well as the ability to handle general office duties with flexibility and professionalism.
Key Responsibilities
- Coordinate and manage the calendars of co-founders, including scheduling meetings, prioritizing tasks, and resolving scheduling conflicts with minimal oversight
- Plan and execute extensive research for offsite events, ensuring all logistical requirements are met including venue selection, catering coordination, and transportation arrangements
- Oversee complete travel lifecycle from planning to execution, including booking flights/hotels, creating detailed itineraries, and managing travel-related expenses
- Initiate and manage ad hoc projects as needed, demonstrating initiative in identifying opportunities for process improvement and delivering results on time
- Perform general office duties such as document management, correspondence handling, and maintaining organizational systems with attention to detail
- Act as a liaison between co-founders and external vendors, ensuring clear communication and alignment on project objectives
- Prepare and maintain comprehensive records of all administrative activities, including digital file organization and data entry
- Support the development of operational workflows to enhance efficiency and effectiveness across the organization
Job Requirements
- Proven experience in administrative support roles with a demonstrated ability to manage complex schedules and workflows
- Excellent organizational skills with a strong track record of delivering high-quality results under tight deadlines
- Proficiency in calendar management software (e.g., Google Calendar, Outlook) and travel booking platforms (e.g., Expedia, Amex)
- Strong communication skills, both written and verbal, with the ability to interact professionally with stakeholders at all levels
- Ability to multitask effectively while maintaining focus on critical priorities in fast-paced environments
- Attention to detail with a commitment to accuracy in all administrative tasks and documentation
- Knowledge of project management methodologies and tools to successfully execute ad hoc initiatives
- Basic understanding of business operations and the ability to contribute to process optimization efforts
- Availability to work flexible hours, including occasional evenings and weekends as needed
- Excellent problem-solving skills with the ability to think critically and resolve unexpected challenges
