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Executive Assistant/Chief of Staff
ModCloth
San Francisco, CA, United States
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ModCloth is an innovative, digitally native lifestyle brand committed to inspiring individual style and helping our community of customers be the best version of themselves. Our products are vintage inspired and feature feminine silhouettes and bright, colorful prints. ModCloth designs and sells its own exclusive line of private label apparel in a full range of sizes, and curates a unique assortment of fashion from independent designers.
We are seeking a highly accomplished Executive Assistant/Chief of Staff to support the CEO and top executives. Reporting directly to the CEO, you will be the primary point of contact internally and externally on all matters pertaining to the CEO and executive team. You will serve as a liaison to the board of directors; organize and coordinate executive outreach and external relations efforts, and oversee special projects and company events.
The EA/COS must be creative and enjoy working in an entrepreneurial environment that is mission and results driven. The ideal individual will have the ability to exercise solid and independent judgment in a variety of situations, with strong written and verbal communication, administrative, and sophisticated organizational skills. You should also have the ability to maintain a realistic balance among multiple priorities. Your ability to work independently on projects, from conception to completion, to working under pressure with grace, poise and respectability at all times to handle a wide variety of activities and confidential matters with discretion will be valued.
Excutive Assistant Responsibilities
• Handle executive calendar coordination, scheduling, and business contacts like a pro
• Adroitly represent executives in communications, drafting, editing, and rewriting email for them as needed
• Seamlessly manage logistics and help facilitate meetings across multiple offices
• Plan and coordinate company events
• Greet executive’s visitors, clients and vendors
• Research and aggregate/consolidate information into summary reports
• Create and edit ad-hoc presentations and documents for executives
• Manage travel and transportation coordination for executives and their direct reports
• Manage the budget, including assistance with planning, re-forecasting, usage of the corporate credit cards, submitting expense reports, and necessary paperwork
• On-board new direct reports, coordinating with IT to secure proper equipment and desk space
• Help ensure that executives have appropriate meals planned, tackling everything from delivery/pick-up to reservations
• Provide support for office management responsibilities as needed
Chief of Staff Responsibilities
• Understand strategic business initiatives and help communicate and implement them across the company
• Anticipate and proactively manage tasks for the CEO
• Maintain positive relationships with key stakeholders and leaders
• Confirm objectives for meetings and recommend participants and best approach
• Help ensure participants are aware of and prepared for the meeting
• Attend meetings, capture major take-a ways, and work with executive team to ensure follow up
• Monitor progress/achievement of next steps
Requirements
• 7+ years of experience supporting C-Level executives
• Ability to process and prioritize email and other tasks with little-to-no supervision
• Advanced knowledge of innovative technology to support fast paced CEO/executives
• Excellent organizational skills and consistent attention to detail
• Amazing calendar management skills protecting the CEO at all times
• Experience with event planning
• Outstanding interpersonal and verbal/written communication skills
• Ability to anticipate issues before they arise and proactively recommend creative solutions to problems
• Strong multi-tasking skills and proven track record with time management
• Ability to learn quickly and maintain a high-performance level in a fast-paced, high volume environment
• Ability to take and give feedback and consistently work to achieve better results
• Strong team player able to interact seamlessly with co-workers
• Positive confident and professional demeanor
• Self-motivated and resourceful
• Trustworthy and ability to maintain confidentiality critical
• Dependable and consistent, taking pride in and ownership of your work
• Bachelor Degree preferred