Job Description

Rutabaga Studio is looking for an Executive Assistant to provide support for the select members of our management team. The perfect candidate is an operationally-minded individual that is passionate about creative problem-solving and being the gatekeeper for fast-moving people, ideas and teams. If you love multitasking and have the ultimate

positive attitude to get things done quickly and efficiently, we want to hear from you.

The Executive Assistant serves as the primary point of contact for all matters pertaining to the office of the President, including the Executive’s schedule of appointments, meetings and travel, etc. The Executive Assistant also serves as a liaison to the board of trustees and senior management teams; organizes and coordinates relationships with external partners and vendors; and oversees special projects.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Values Focus/Aligned Attributes:

• Be the solution

• Passion for excellence

• All voices heard

• Doing better together

• Building a common Future

Responsibilities Include:

• Works closely and effectively with the executive to keep him informed of upcoming commitments and responsibilities, following up appropriately.
• Managing an active calendar of appointments; receiving and making calls; preparing and routing email correspondence; welcoming guests; collecting and analysing information; producing reports and presentations; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. Plans, coordinates and manages the Executive's schedule.Travel planning
• Drafts acknowledgement letters, personal correspondence, and other tasks. Manages conflicting priorities, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Welcomes guests by greeting them, in person or on the telephone; answering or directing inquiries.
• Fields and tracks community philanthropic and sponsorship requests and grants
• Tracking expenses
• Liaising with vendors and third parties
• Research
• Additional tasks as needed
• Project management
• Retrieving deliveries
• Executive transportation to events, meetings and local business travel.
• Mail Retrieval
• Driving
• Travel Scheduling

Required Qualifications:

• Positive open minded mentality
• Ability to multitask and respond to frequently changing priorities
• Impeccable written and verbal communication skills
• Confidentiality, discretion, trust, reliability
• Bachelor’s degree
• Full-time, 50% remote role. Candidates must be located within the United States in the City of Houston (W2)
• Must be able to pass a background check
• Typical daytime business hours (8a - 5pm CST), but must have flexibility to support during off-hour periods. Expectation to stay late or respond to messages outside of work hours when needed
• Requires some travel, sometimes on limited notice
• Must have a valid drivers license

Job Tags

Similar Jobs