JOB DESCRIPTION

Administrative Assistant (AA) to the Executive Team

Who We Want

Evolve is looking for a self-motivated, organized, and detail-oriented Assistant to serve as Administrative assistant. The ideal candidate would consistently take initiative on projects and have a strong ability to multitask. Prioritizing tasks and having an eye for small details is critical. The Assistant would be working in a unique environment and would be comfortable with active listening and execution of tasks, especially while the Executive is on the phone. The Assistant will be working with highly confidential material, and being discrete is a must. Additional skill-sets include exercising good judgment, strong written and verbal communication skills, and being available any day of the week.

Reporting

Reporting to the Chief of Staff

Responsibilities

1. Personal:

• Efficiently manage the executive's calendar, scheduling appointments, meetings, and events

• Coordinate and prioritize appointments to optimize the executive's time.

• Arrange and manage medical appointments, ensuring timely visits and necessary follow-ups.

• Schedule and coordinate pet grooming appointments, and oversee extracurricular activities for family members as directed.

• Handle mail pickup, sorting, and timely delivery of important documents.

• Run various errands / tasks requested by the executive.

• Organize and book travel arrangements, including flights, accommodations, and transportation, as per the executive's needs.

• Prepare detailed itineraries for travel and ensure all necessary travel documents are in order.

• Perform other related duties as assigned.

2. Scheduling and Logistics:

• Manage business calendars, including scheduling meetings, appointments, and travel arrangements for the executive.

• Coordinate and prioritize business and personal appointments, ensuring efficient use of time and avoiding scheduling conflicts.

• Ensure executive meeting requirements are communicated and followed by attendees.

• Perform other related duties as assigned.

3. Administrative Duties:

• Collect, prepare, and organize executive and operations agenda and action items prior to meetings.

• Primary notetaker on executive and operations meetings as well as any other meetings as assigned.

• Executive task management by organizing tasks and following up with executives on completion.

• Prepare profiles on individuals when requested.

• Prepare and edit documents, including memos, letters, and other confidential materials.

• Maintain and organize files, records, expenses, receipts and confidential information, ensuring accessibility and accuracy.

• Handle correspondence on behalf of the executive, providing timely and professional responses when requested.

• Perform other related duties as assigned.

4. Operations Support:

• Collaborate with the executives to support the operational aspects of the organization.

• Assist in project management by effectively tracking deadlines, milestones, and deliverables.

• Help prepare and review reports, presentations, and other materials for internal and external meetings.

• Assist in office management including but not limited to inventory, office supplies and stocking, and landlord needs.

• Coordinate with the international operations team on collaborative areas.

• Perform other related duties as assigned.

5. Relationship Management:

• Build and maintain strong relationships with internal and external stakeholders, including clients, partners, and team members.

• Serve as a point of contact for inquiries and requests, screening and prioritizing them accordingly.

• Facilitate effective communication between the executives and various stakeholders, ensuring timely and accurate dissemination of information.

• Perform other related duties as assigned.

6. Special Projects:

• Assist in special projects, initiatives, and events as required by the executives.

• Conduct research, gather data, and prepare reports or presentations for specific assignments.

• Take on ad-hoc tasks and responsibilities to support the smooth functioning of the organization.

• Perform other related duties as assigned.

Qualifications & Skills

• Bachelor’s degree preferred, but not required

• Proven experience as an Executive Assistant or similar role, supporting C-level executives (3-5 years preferred).

• Excellent organizational and time management skills, with the ability to prioritize and multitask effectively.

• Strong attention to detail and problem-solving abilities.

• Exceptional written and verbal communication skills.

• Proficient in using productivity tools and software (e.g., G-Suite, MS Office, calendar management systems).

• Discretion and ability to handle sensitive and confidential information with professionalism.

• Flexibility and adaptability to work in a fast-paced, dynamic environment.

• Professional demeanor and ability to build relationships with diverse stakeholders.

• Experience booking international and domestic travel.

• Diplomacy and the ability to handle interactions with tact, professionalism, and sensitivity.

Note: This role requires in-person presence and may involve occasional travel. The EA should possess reliable personal transportation to ensure their availability and timely support for the responsibilities of the role. Flexibility in working hours is essential, as the role may require accommodating last-minute changes and responding to urgent matters outside regular business hours.The Executive Assistant should be easily accessible and reachable to address time-sensitive issues promptly.The specific responsibilities may vary depending on the preferences of the multiple executives you support.

Equal Opportunity Employer

Evolve Tech LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.