Looking to jump into a high-level position with a dynamic and fast-paced organization here in the Bay area? Looking for a career and not just another 9-5 “job”?
If you have the experience and drive, our immediate opening for an Executive Assistant to our CEO might be the right fit for you!
How do you know this position could be a right fit for you? If you…
- Make things happen, rather than waiting to be told what to do
- Think ahead to the day, week, month, quarter, and year to make sure future events will run smoothly
- Consider what’s urgent (or not) and important (or not) in prioritizing a CEO’s calendar
- Make sure nothing falls through the cracks
- Look to close loops; hates incompletion
- Provide support and contribute to a big mission by making the life of the CEO run smoothly
- Follow through with painstaking attention to detail
- Follow clear systems and creates new systems where necessary
- Use good time-management resources
- Love technology and use it well
- Are a personal-growth junkie
- Love people
- Have tremendous tact—knows how to diffuse nearly any situation
- Handle miscommunications and issues in a professional and direct manner
- Are honest, authentic, candid, reliable, and forthcoming
- Take ownership of issues and resolves situations when problems arise
- Utilize a problem-solving and “I’ll get it done” attitude…
This could be your dream position!
Richter Communications & Design Group works with visionary leaders and industry transformers around the globe who have an urgent desire to transform their business. Richter Communications & Design Group choose growth over comfort each and every day and are currently hiring for a core team member who values and practices the same. You will be working directly with the CEO and best supporting her in a multitude of ways so she can do what she does best…
Compensation: Depends on Experience
As the EA to the CEO, you will manage business-related tasks such as scheduling & confirming appointments, calendar management, organizing travel, email, and research, etc. The EA is the CEO’s main contact point for clients, industry colleagues, and team members thus the ideal candidate will be sharp and confident, an excellent rapport-builder, and a savvy thinker with outstanding verbal communication skills. Due to the large quantity of email processing, it is of utmost importance that the candidate has extensive experience processing and keeping track of others’ email account(s), be a fast typist, able to take quick dictation, and have impeccable spelling, grammar, and proofing skills. You love details and details love you. In fact, you’re so skilled at catching what would otherwise fall through the cracks that friends often playfully joke about how “nothing gets by you” and they “don’t know how you do it.” Creating order out of chaos is your unique ability and you don’t hesitate to take the lead in doing so. That’s why you’re at the top of your administrative game, and you’re ready to pour your heart (and talents) into something you truly believe in.
Other responsibilities will include, but are not limited to:
Maintaining loving, clear, and effective boundaries and acting as a buffer between the world and our CEO
Facilitating communication between our CEO and outside parties, vendors, media, and the team
Helping to organize, categorize and respond to emails (processing by priority and importance)
Owning the CEOs calendar
Managing relationships with outside vendors, partners, media, prospects, joint venture partners, and team members
- In-Person Support
Keeping office and workspace areas tidy and organized
Creating and executing to-do’s after the CEO attends meetings, events, etc.
Attending team meetings on behalf of or alongside CEO
Getting CEO ready for meetings, calls, interviews, speaking engagements (offline and online)
- Client Service
Working with our team members to provide amazing experiences for clients
Creating, and executing engagement letters, state-of-the-states, contracts, legal documents, etc.
Supporting the client and partner onboarding process
Calendaring and confirming meetings
Coordinating any logistical needs for meetings, such as technical needs, meals, etc.
Keeping the calendar up to date with reminders set
Travel (booking/confirmations/checking in/cancelling/rescheduling)
- Speaking Engagements In-Person or Digitally
Researching speaking engagement opportunities
Preparing media presentations as needed (PowerPoint/keynote, handouts)
Coordinating on logistical details with event staff
Being proactive in understanding the needs of CEO to be successful for every speaking event or interview
- Basic Systems Support
Client support systems, such as Zoom and Keap (Infusionsoft)
Communication systems, such as Asana and Slack
Marketing and social platforms, such as Facebook, Clubhouse, Instagram, YouTube, and LinkedIn.
Administrative systems, such as Google Drive and 1Pass
Manage digital filing system
- 5+ years of traditional administrative background for high-level executive(s)
- Valid driver’s license, transportation, and the ability to work out of the Oakland office five days a week
- Authorization to work in the U.S.
Operating from the mindset of “I’m going to choose an opportunity for growth over being comfortable” mindset. This company values high performers. We are a fast-moving company, and the ability to multi-task and pivot gracefully from one project to another is imperative.
This position requires a strong focus on fact-finding, critical thinking, follow-through, project management, the anticipation of potential needs/issues, individual initiative, driving-to-completion, and orderliness. Candidates should naturally, inherently be in the top 2% of organized people. Being organized is who they are. They should be a NINJA at creating clarity out of disorder and chaos. Clutter and inefficiency are turned into streamlined systems just by virtue of their very presence. For example, candidates’ internal alarm bells should go off when people who have sent the CEO an email have not received a response in a timely manner. They must be able to hold the CEO/entrepreneur to task in order to be sure her to-dos are completed and all loops are closed. The Executive Assistant holds the CEO’s priorities and ensures she meets them, within the landscape of myriad competing deadlines and unexpected life happenings.
Your communication is a direct reflection of the CEO, so it’s vital you establish and practice clear, and timely communication when it comes to the CEO, vendors, partners, clients, media, and team.
See things to the finish line, close loops, and complete projects. The candidate’s responsibility is to keep the CEO on task and help to support her to complete projects/tasks/to do’s.
The Executive Assistant must be able to hold the CEO’s business, personal, and family interests with the utmost confidentiality. Additionally, the ability to get along incredibly well with the CEO and her team is crucial. We also work with high-level, high-profile business owners, celebrities, and thought leaders and maintain the highest degree of confidentiality. Our clients’ trust we never disclose their personal information, therefore they are safe to share, reveal and surrender into our work together.
Hours and Availability
This position does not adhere to a 9-5 Monday to Friday work schedule. The ideal candidate will be readily available and extremely flexible about work hours (including evenings and weekends) as the potential for a few minutes of work can occur at any given time on any day. To be specific, there is a lot of time off and daily/weekly/seasonal down-time associated with this position, and regular days off (most weekends), but the specific TIMING of that time off must be whatever best coordinates with the CEO’s daily rhythms, and personal travel schedule, plus the periodic heightened needs of the company’s major projects/strategic plan.