Executive Assistant to CEO

About Mast Reforestation:  

As a leading forest restoration company in the U.S., Mast Reforestation (Mast) is on a mission to make ecological recovery scalable for wildfire-impacted landscapes. As bigger and hotter fires destroy more forestland every year, Mast provides innovative solutions for landowners facing the aftermath of devastating wildfires.

Recently, Mast develops projects of burial of post-wildfire biomass, addressing areas that are ecologically and financially challenged after high-severity wildfire. This approach sequesters carbon for centuries while funding comprehensive land restoration.

As the only vertically integrated forest restoration company in the industry, Mast has removed the financial and procedural barriers that typically stand in the way of post-fire recovery. Through trusted forestry companies Silvaseed and Cal Forest in its portfolio, Mast operates the largest seed bank and reforestation container stock producer in the Western U.S. These nurseries continue to provide critical reforestation services, collecting diverse native seed species and producing seedlings for restoration projects across the West. To learn more, visit www.mastreforest.com and watch this video of our recent project in Montana: https://www.mastreforest.com/projects/mt1

If you’re inspired by our mission to create scalable, lasting climate impact, we’d encourage you to apply!

Mast Reforestation is seeking a professional Executive Assistant (EA) who is a force multiplier for Grant Canary (CEO).  This role is critical for ensuring our leadership can focus on strategic priorities for providing exceptional administrative, operational, and logistical support.  The ideal candidate is not only highly organized and discreet but also proactive and capable of managing complex systems in a fast-paced startup environment. 

What you’ll be doing: 

For the right candidate, they will find that the company’s mission and values align with their career aspirations.  There is a potential for this role to evolve and expand in responsibility, potentially encompassing project management, cross-functional initiatives, and deeper strategic support as the company's needs change.

Key Responsibilities:

• Act as the primary point of contact and liaison between the CEO, Leadership Team (LT), board members, and investors, ensuring seamless communication flow
• Own the preparation and execution of all logistics and clear agenda building of key meetings, including the weekly LT meetings, quarterly Board meetings, and First Friday (quarterly All-Hands) on agenda creation, material preparation, minute-taking, and action-item tracking
• Assist the CEO with investor relations coordination and communications
• Lead event coordination for company events ranging from simple internal events (LT retreats) to complex external events (see more ‘Carbon Sales team support’ below)

• Mastermind the CEO's complex calendar, email management, and extensive travel arrangements with strategic prioritization
• Manages procurement and vendor relationships for CEO
• Provide limited travel coordination and expense management support for two additional LT members
• When required, facilitate our Ballard office functions including facility management, vendor relationships, and office permits/certificates
• Manage executive expense reporting and procurement processes
• Coordinate documents and information flow using DocuSign, Docsend, HubSpot, Google Drive, and other systems

• Act as the primary administrative partner for Carbon Sales activities: Maintain accurate and up-to-date records in HubSpot, such as adding new companies and contacts, entering prospecting notes as well and appropriately transferring ownership to Carbon Sales Directors. Provide gentle and consistent follow-up on CEO-requested updates. Update lead statuses to show the relationship map for CEO’s top accounts, and document the last touch and next steps. Ensure the account information is up to date, and always have recent activity and/or a next step scheduled.  
• Identify high-value opportunities where CEO’s participation can accelerate deal progression and facilitate those interactions. Coordinate and schedule Carbon Sales team meetings and client calls requiring CEO participation, ensuring alignment of calendars and preparation materials in advance.  
• Keep HubSpot data integrity that will enable accurate and timely generation of weekly Carbon Sales pipeline and performance reports on a weekly basis.  Improve the current weekly reporting, support the board meeting presentation materials, and share the feedback with Carbon Sales team to show what the reports can deliver additionally.  
• Own, facilitate and file the signing of NDAs, sales agreements and other legal documents between CEO and external parties, through DocuSign, and ensure accuracy, proper routing, and timely completion based on prioritization.  
• Partner with the Sales and MarComm teams to plan and coordinate key industry conferences (e.g., SF Climate Week, NYC Climate Week, VERGE), including organizing meetups and engagements on behalf of the CEO and Sales team.

• 4+ years of experience providing direct EA support to C-level executives (e.g. experience in supporting CEO and Chief Revenue Officer), including calendar management, meeting coordination, travel coordination, event planning, etc.
• Proven expertise in complex calendar management, executive travel coordination, and meeting facilitation
• Excellent organizational skills with the ability to manage competing priorities and meet deadlines
• Startup or high-growth company experience with demonstrated adaptability to rapidly changing priorities
• Strong analytical skills with track record of improving operational processes
• Exceptional written and verbal communication skills across multiple platforms

• Proven track record demonstrating ability to work effectively with minimal supervision 
• High level of integrity and discretion when handling confidential information
• Proactive and resourceful with the ability to anticipate needs and solve problems independently
• A terrific work ethic accompanied by an ever-positive, get-it-done attitude with strong interpersonal skills
• Ability to quickly learn organizational structure and the objectives of the team
• Ability to provide gentle but effective follow-up to ensure executive accountability

• Ability to travel to the Seattle (Ballard) office to have in-person face time with CEO and help with other tasks such as quarterly conversations with the landlord

Mast Reforestation, Silvaseed & Cal Forest offer:

- Competitive salary

- Location-based compensation

- 80% health insurance coverage for Full-Time non-seasonal employees. Health benefits include Medical, Dental & Vision.

- Voluntary insurance plans with competitive premium rates: Pet insurance, Life insurance, Accidents.

- Company paid Short Term Disability and Group Term Life insurance

- Company's incentive stock options (ISO) for eligible employee groups

- Sustainable Retirement saving plan with climate-focused investment lineup: 401(k) and Roth 401(k), discretionary matching

- Commuter benefits in eligible cities

- 6 paid holidays. Two company-wide 'half-time' weeks per year.

- Flexible PTO for Salaried employees. Generous PTO accrual for Hourly employees.

- Allowances for out-of-state employees

- Relocation support in eligible cities

- Our Ballard office is dog-friendly!