Executive Assistant

Must-Haves

• 7+ years administrative experience, at least 4 supporting high-level leaders
• 5+ years experience managing multiple calendars and inboxes, with at least 1 year managing within Google Workspace
• 2+ years of cross-functional project management experience
• Ability to anticipate and proactively resolve leadership needs, helping them prioritize and setting them up for success
• Adept at leveraging technology to increase efficiency
• Experience working in organizations of various sizes, including startups and orgs <50, is a plus!
• Be proactive, adaptable, flexible, able to quickly pivot and prioritize
• 100% on-site in Seattle, WA

Who We Are

Founded on love and respect, our companies have deep and thriving roots in our industry. Behind each design is our passion for jewelry, love for modern fashion, and personal experiences wearing and selling jewelry. We are an established organization in a high growth period and focused on balancing high consistent growth with purpose and a thriving culture. The same love and respect we imbue in our products is also the foundation on which we build our company culture, customer service, and operations. We value kindness and optimism, and balance our drive and hustle with a lot of fun!

The Role

As an Executive Assistant, you will play a pivotal role in supporting our three-person leadership team by anticipating their needs, setting prioritization parameters, acting as a gatekeeper, and facilitating decision-making. You will expertly manage complex Google calendars and inboxes, and act as a liaison and point of contact on behalf of the leadership team. The Executive Assistant will also serve as Project Manager for cross-functional initiatives, and foster collaboration across departments. With a strong commitment to our company values, you will maintain confidentiality, solve problems proactively, and assist in both strategic and logistical planning. Your adaptability, multitasking abilities, and passion for fostering a positive organizational culture will be essential to your success in this dynamic role.

What You’ll Do

• Anticipate Leadership Needs: Gain a deep understanding of the preferences and requirements of our leadership team, proactively anticipate leadership needs, set parameters for prioritization and decision-making
• Calendar Management: Maintain complex executive Google calendars with a high level of accuracy, scheduling appointments, and coordinating with relevant parties
• Strategic Planning and Execution: Develop comprehensive project plans, including defining scope, setting objectives, resource allocation, risk management, and monitoring progress to ensure successful project completion on time and within budget
• Coordinate and Lead Cross-Functional Projects: Serve as Project Manager for cross-functional projects, facilitate collaboration among diverse teams including production, marketing, sales, and finance to ensure project goals are met, timelines are adhered to, and deliverables are of the highest quality
• Communication Management: Foster communications with all levels of the organization, filtering in order of urgency
• Be Adaptable: Successfully manage regular responsibilities while integrating new tasks and projects into the ever-changing day-to-day
• Serve as Gatekeeper/ Point of Contact: Serve as primary point of contact for our leaders, manage HQ correspondence, respond to inquiries, take down messages, and be the source of office knowledge
• Problem Solver: Be a keen observer and creative problem solver, maintaining a pulse on the organization for the leadership team, proactively solve potential problems
• Act as Office Manager: Maintain inventory of office supplies, decor, record keeping and maintenance needs
• Travel Coordination: Coordinate domestic and international travel arrangements including scheduling, airline tickets, lodging, and building helpful itineraries
• Maintain Confidentiality: Prepare and maintain records of confidential information with absolute discretion and professionalism
• Model Company Values: Demonstrate company values in all actions, communications, and decision-making, including a genuine commitment to equity, inclusion, and compassion
• Plan and Coordinate Meetings: Plan and coordinate meetings within and outside of the team, recording detailed notes as needed
• Event Planning: Assist in planning and coordinating organizational events
• Passion for Progress: Embody a passion for progress, especially through process and infrastructure development
• Expense Management: Present expense reports and facilitate organization of receipts and financial records
• IT Liaison: Have a strong grasp of IT functionality and act as a liaison for IT maintenance workers, along with troubleshooting and addressing day-to-day IT obstacles
• HR Support: Assist HR team with organizational projects including logistics/ coordination, onboarding, exits, etc.

What You’ll Bring

• Executive Support: 4+ years supporting high-level leaders, with a high level of accuracy and attention to detail in all aspects of work
• Administrative Experience: 7+ years of administrative experience, previous office management experience is a plus!
• Calendar and Inbox Management Experience: 5+ years managing multiple calendars and inboxes, 1+ year experience managing within Google Workspace
• Project Management Experience: 2+ years of cross-functional project management experience utilizing project management tools to plan, execute and monitor project progress
• Technological Proficiency: Highly proficient with operations-related technologies including Google Workspace
• Exemplary Interpersonal Skills: Approachable, genuine, knowledgeable, encouraging, passionate, and committed to helping our executive team
• Reporting and Documentation Experience: Experience preparing detailed reports, project documentation, and presentations for executive review
• Superior Communication Skills: Able to communicate through various means (written and verbal) with diverse individuals in a clear, concise, courteous, and professional manner
• Ability to Tailor Your Approach: Experience working in organizations of various sizes is highly desirable- we’re looking for someone who understands the nuances of working in small organizations, but can leverage the infrastructure knowledge of large organizations, and can demonstrate the ability to tailor their approach
• Passion for Culture Development: Able to foster a strong organizational culture and earnestly engage in enriching it
• Leadership: Able to lead by example, providing and receiving meaningful and constructive feedback
• Multitasking and Perseverance: Able to multitask, dedicate focus, persevere, and remain results-driven and solution-oriented
• Adaptability: Responsive to changing pace and deadlines, able to increase a sense of urgency as appropriate and manage priorities effectively

Physical Demands

• 100% on-site in Seattle, WA
• Able to remain in a stationary position about 50-75% of the time
• Able to occasionally move about inside the office to access necessary office equipment and resources
• Constantly operate a computer and other office equipment, such as a scanner, copy machine, and printer.
• Constantly accesses, handle, and use non-electronic resources
• Occasionally move equipment and other office resources up to 50 pounds
• Occasionally move about the studios to include occasional positioning of self to maintain equipment, office supplies, tasks, etc.
• Ability to inspect, recognize, observe, assess, compare, detect, discern, and distinguish office resources, employee performance, necessary documents and reporting, and other organizational resources as needed

What We Offer

• Pay: $85-95k/ year
• Benefits: Substantial employee discount, health and vision premiums covered at 75% for employees, access to retirement savings plan, commuter benefits, learning stipend, and more!
• Working environment: Fun, collaborative, supportive environment founded on respect, where you’re encouraged to bring your whole self and diversity is celebrated

Buddha Jewelry is an Equal Opportunity Employer