Your feedback helps keep ZipRecruiter safe.
Learn more about how to recognize common online scams
“We’re a fun, fast-growing agency with hands-on leadership and ample opportunities for growth.”
Our fast-growing digital agency is looking for a full-time employee to serve as both an Executive Assistant and Office Manager. This key role will assist our CEO in balancing a growing range of important tasks in addition to general office administrative duties, ultimately keeping the gears turning smoothly.
This position will start as remote but will need to work at the RocketBike office once it is safe to do so.
Note: Some responsibilities may not be applicable while the team is working remotely.
Act as a highly proactive Executive Assistant to help our CEO maximize productivity, coordinate scheduling, and keep up with competing priorities. Your job is to help him spend less time worrying about day-to-day details, so he can focus on the most valuable and urgent needs to grow the company.
Day-to-day task prioritization, focus, and time management:
Actively manage comprehensive to-do list of tasks (e.g. client projects, company management, personal life) adding and removing tasks, adjusting priority levels, identifying what can be delegated, or what needs more information
Act as a gatekeeper for non-critical information, meetings, and requests - and take care of any that do not require the CEO’s time.
Give reminders to keep important information top of mind like people and projects waiting on an answer or decision, how much time he has for a given task or meeting, time warnings so he knows to wrap up meetings or tasks, reminders to keep him from being late
Monitor and update tasks in our internal project management system
Drive to nearby meetings on especially busy days (in company vehicle)
Planning, scheduling, and communication
Inbox management for company email and other platforms like Slack, LinkedIn, and Facebook
Screen messages to clear out junk, flag important emails, and maintain a clean and organized inbox
Draft responses, communicate on his behalf, and route emails within the company as needed
Give regular “inbox summary” of important emails and messages (1-3 times per day)
Proactively maximize productivity in other supporting areas by minimizing physical and mental clutter, screening distractions, regular goal setting and big-picture planning, and task delegation
Communicate on his behalf to schedule meetings, share updates, confirm details for projects and events
Plan and book travel arrangements for all agency owners (avg. of 2-3 trips per month)
Help with personal errands like picking up/dropping off dry cleaning, taking car to be cleaned
Generally act as a forward-thinking extension of the CEO’s brain to help him keep up with demanding responsibilities, achieve his personal improvement goals, and accelerate the company’s success.
Assist with office renovation planning and coordinating with contractors (short-term during construction in late 2019, early 2020)
Support the greater team as Office Manager to help us maintain a fun and upbeat environment while offloading responsibilities currently performed by agency owners
Proof drafts for proposals, presentations, and other written communication
Occasional note taking during meetings or phone/video calls
Basic AR/AP support: e.g. print checks, pay bills, pack and ship packages, send invoices, and make sure important accounts stay current
Daily administrative needs like opening mail and filing documents
Support as needed for research, planning, communication, and the range of unique tasks we need to accomplish
Order and manage levels of snacks and office supplies, including bi-weekly trips to Kroger
Maintain organization and cleanliness of office and meeting spaces, coordinate office cleaning and maintenance
Welcome office visitors and create a positive first impression
Answer incoming phone calls we receive at the office
Organize and manage internal and client-facing social events including team outings, annual party, and client appreciation activities
Support employee on-boarding and help with new employee recruiting efforts
Oversee relationships with certain vendors and service providers
Participate in special projects as needed (e.g. photo/video shoots, conferences, speaking engagements)
APPROXIMATE TIME ALLOCATION
60% Executive Assistant tasks for CEO
20% Supporting the team with various research, planning, and coordination needs
10% Office upkeep (snack/supply levels, organization, decluttering, etc.)
10% Admin/reception tasks (communication, greeting visitors, mail, filing)
We envision this position starting as a combination of Executive Assistant and Office Manager, then transitioning to a full-time Executive Assistant after recruiting and training a replacement for the Office Manager position in the first half of 2021.
The Executive Assistant position is the more important of the dual roles and will be critical to company growth in the next 3 years. Our goal is to find a great match who is drawn to the exciting challenges ahead and can be a valuable addition to the RocketBike family.
YOU’RE A GOOD FIT FOR THIS ROLE IF YOU:
Have a good sense of humor, positive attitude, and optimistic outlook on life
Have experience working as an Executive Assistant for a busy, creative CEO where you successfully helped them improve productivity and efficiency
Understand that a successful Executive Assistant is not a receptionist, but a well-rounded and trusted partner with a relationship built on integrity. You must be comfortable performing “low skill” tasks without worrying it’s a reflection of your self worth or value to our company.
Know how to proactively empower others, think two steps ahead, and keep track of what needs to be done today to achieve tomorrow’s goals
Have a knack for prioritizing, delegating, and tracking deadlines
Can effectively communicate and deliver information in a clear and organized manner
Can independently and efficiently find solutions for everyday challenges that come with a fast paced, creative, digital-centric company
Know how to ask the right questions to distill ambiguous goals into specific and actionable objectives
Have high emotional intelligence and empathy to intuitively understand what motivates people’s actions and ability to interpret requests as signals of a foundational need rather than literal and rigid instruction
Are passionate about working in and cultivating a positive work environment
Strong written and verbal communication skills
2+ years of relevant experience in an Executive Assistant role or support role at an advertising agency
Strong computer skills and high comfort level with technology in general
High level of self-awareness, confidence, and ability to be honest with yourself and others
Ability to approach challenges with an upbeat attitude and resolve conflicts with empathy and calm, thoughtful communication
You must be detail oriented. To make sure you’ve read this, include a note about your “spirit animal” in your application submission
High level of proficiency and experience using professional tools and software
Google Suite: Drive, Docs, Sheets, etc.
iOS and macOS operating systems
Huge plus if you have experience with WordPress, InDesign, Photoshop & Illustrator, Lightroom, or any other professional creative software
Bonus points if you have experience in project management software applications or processes
RocketBike is a successful digital advertising agency looking for talented people to help us continue our rapid pace of growth. We started out as a design and web development shop but we have done just about everything in the last seven years and worked with clients across industries from finance to tourism. That time and experience has revealed how we can provide the most value to our clients and grow our successful agency without running it like a sweatshop (ahem, like most agencies).
We realigned the business in 2019 to specialize in helping consumer brands achieve significant growth on Amazon and their direct-ecommerce websites. The pivot has been enormously successful.
We work closely with a small number of clients as a true partner who is invested in their success and works more like a remote department than just another vendor. This level of collaboration is not only rewarding on a personal level, but also offers the flexibility and incentive for us to be bold, test new strategies, and help our clients outperform competitors.
We know what it takes to make a brand succeed online, but our real secret to success is understanding the importance of people. We have high standards and push ourselves to succeed, but we want everyone on our team to enjoy what they do and have the time and mental space to live a rewarding life outside of work. Our focus on people is especially important when it comes to choosing clients. We only work with companies who have smart leadership and non-toxic cultures that align with our values of respect, trust, collaboration, and partnership.
If you’re a top performer and wish more people thought this way, this is the opportunity you’ve been waiting for. We hope to hear from you soon.
Company address: 623 High Street, Portsmouth, VA 23704
Posted date: 11 days ago