doola is hiring an

Executive Assistant (NYC)

New York, United States
Full-Time
At doola, smooth processes and systems are the key to our success. We’re in need of an executive assistant to our CEO who will also serve as global office manager. We're looking for someone with excellent organizational skills and a personable disposition to keep them thriving. The ideal candidate has a natural ability to roll with the punches, being flexible to handle anything that might come their way. You’ll be a strong and reliable support to company operations, maintaining and creating procedures, communication, and safety.  Not only will your efforts allow us to achieve organizational efficiency, but you will nurture the pleasant work environment our people love and help doola empower 1B to turn their dream idea into their dream US business.

Objectives of this Role
- Work directly with our CEO to divide and conquer initiatives and also help leverage their time. For the right EA and CEO combo, 1 + 1 doesn't = 2. It equals 3.
- Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character
- Ensure peak organizational operations and provide preventative measures by identifying issues
- Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified
- Oversee office interactions, responding to requests and questions

Daily and Monthly Responsibilities
- Maintain office efficiency by maintaining the appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment
- Provide direct administrative support as needed, including scheduling appointments, meetings, and events, booking travel, maintaining the filing system, mailing, and shipping packages, and updating the contact database and employee list
- Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food delivery as needed
- Manage all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested
- Schedule meetings with internal stakeholders, external agencies, vendors, and other constituents as needed within the team.
- Schedule and organize meetings, as well as send calendar invites and book conference rooms
- Book Travel (both domestic and international) and file related expense reports
- Track and organize contracts and invoices across the Marketing team
- Help with conference and sponsorship management, including registering, paying, organizing, and tracking attendees, as well as speaking with organizers when applicable
- Manage firmwide headshot process in line with corporate standards
- Manage small events from end to end that do not fall under the scope of the event management team
- Assist exec as needed with various projects and needs

Skills and Qualifications
- 2+ years of executive assistant experience
- Strong time-management and people skills, flexibility, and multitasking ability
- Advanced computer skills and experience with online platforms
- Proficiency in Microsoft Office and Excel with an aptitude for learning new software and systems
- Bachelor’s degree or equivalent
- Engaging personality and optimistic outlook
- Experience developing internal systems
- Ability to handle confidential information
- Prior relevant experience supporting an executive at a financial services firm preferred
- Must have strong experience in Google and Microsoft Office programs
- Event management software and planning experience a plus
- Solid travel booking experience
- Excellent communication skills
- Strong organizational and project management skills
- Discretion and judgment, with the ability to handle sensitive information discreetly
- Have a proactive and anticipatory nature
- A resourceful person with the ability to build relationships within the firm as well as with external stakeholders
- High diligence with the ability to balance competing priorities
Strong problem-solving skills
- Able to be calm under pressure while keeping schedules and operations running smoothly
- Able to work independently as well as in a team
- Must have an attitude of “no task is too big or too small” and be willing to wear many hats
Apply for this job

Please mention you found this job on Startup Jobs. It helps us get more startups to hire on our site. Thanks and good luck!

Get hired quicker

Be the first to apply. Receive an email whenever similar jobs are posted.

Ace your job interview

Understand the required skills and qualifications, anticipate the questions you may be asked, and study well-prepared answers using our sample responses.

Executive Assistant Q&A's
Report this job
Apply for this job