Executive Assistant

This role will work in Eastern Time and can be based anywhere in the continental United States that is near a major airport. It will support the organization by facilitating efficient workflows for our Chief Executive Officer and our Chief Operating Officer. The ideal candidate is detail-oriented, excels at balancing multiple high-priority workstreams, is comfortable navigating complex scheduling challenges, and is highly responsive to tight timelines. We are looking for a committed and talented Executive Assistant with extensive experience supporting leaders in the C-suite of a national organization with an annual budget of over $20M. Someone with integrity, diplomacy, flexibility, and desire to be of service. If you're excited about working in a dynamic and creative environment that promotes personal and professional growth, we want to talk to you!

KEY RESPONSIBILITIES

• Support Chief Executive Officer and Chief Operating Officer


• Provide detailed calendar management for the CEO and COO to optimize time management. Prioritize challenging needs and requests while troubleshooting conflicts


• Handle matters expeditiously and proactively and follow through on projects to successful completion, often with a firm prompt deadline


• Work closely with the CEO and COO to keep them well informed of and prepared for upcoming commitments and responsibilities. Capture outcomes and next steps to facilitate follow-up


• Often serve as primary point of contact between the executive team and internal/external stakeholders


• Prepare and edit correspondence, communications, presentations and other important documents


• Strategize schedules and communications across teams to meet regular and/or unexpected deadlines


• Schedule and oversee complex travel arrangements


• Participate in and manage recurring team and individual check-ins to ensure timely execution towards strategic plans


• Help prioritize contingent demands to ensure multiple concurrent projects are completed on deadline


• Fulfill tasks on short notice


• Prepare multiple monthly expense reports and address frequent expense, invoice, and travel approvals


• Support Board of Directors as needed, including note taking and distributing board materials


• Provide support to other senior leaders, as needed


• Complete other duties as assigned

QUALIFICATIONS

• 5+ years of experience working as an EA for a C-suite executive


• Advanced proficiency with Microsoft 365 and current operating systems/platforms


• Advanced proactive thinking, prioritization, organization, and follow through


• Impeccable tact, discretion, and confidentiality


• Highly accomplished in writing professional emails, note-taking, proof reading, editing and contributing to crafting documents and presentations


• Capable of dictating and transcribing in live time; composing letters, responses, and various documents


• High level of responsiveness to short-notice requests


• Availability to work in Eastern Time (ET) and schedule across international time zones


• Reachability during emergencies, especially when leadership is traveling


• Availability to travel (rarely) and work evenings or weekends (occasionally)

PREFERENCES

We welcome all great applicants to apply even if you don't have all these preferred attributes

• Lived experience as a peer in recovery or a deep connection to our mission


• Prior experience supporting a CEO or COO


• Experience working in high-demand environments supporting the coordination of workflows and communications across multiple stakeholders

SALARY AND BENEFITS

• $77,000 - $86,000 annually


• 403(b) retirement plan with 4% match


• Paid time off (vacation/sick days/skill enhancement days)


• Medical, dental, and vision plans


• Monthly wellness stipend

ABOUT US

The Phoenix's mission is to build a sober active community that fuels resilience and harnesses the transformational power of connection so that together we rise, recover, and live. Through activities such as CrossFit, book clubs, rock climbing, art socials, yoga, and meditation, participants build confidence, self-respect, and community. The Phoenix offers free programs, both in person and online, for anyone with 48 hours of sobriety. Since 2006, we have served hundreds of thousands of individuals with the help of thousands of volunteers across the country.

At The Phoenix, we welcome people from all backgrounds and strive to create a healing-centered environment that allows everyone to bring their authentic selves to the workplace. We seek to create a workplace environment that accurately reflects the diverse communities we serve. We understand that voices of varied experiences and perspectives are central to our mission and our impact. We do not discriminate on the basis of race, color, religion, creed, gender, gender expression, age, national origin, ancestry, disability, marital status, sexual orientation, or military status.