Executive Assistant

Overview

Who You Are

As an Executive Assistant, you will be an integral part of Phaidra’s business operations and activities. You are organized and dependable, driven by the goal to help Phaidra make a positive impact in the industrial sector. You anticipate the needs of your managers and team members and help them stay focused on their work product by resolving operational and administrative issues before they arise. You are adaptable and can quickly shift priorities and focus based on changing conditions. You are tech savvy and can learn new administration tools effectively.

You’re a self-starter and you’re comfortable with the unknown and understand that startup life means that you’re going to be wearing multiple hats. You’re agile, accountable, curious, and obsessed with improvement, both in yourself and in others. You like a challenge, aren’t afraid to fail and learn from your missteps and are excited to help build a world-class company from the ground up.

Please note that we are a fully distributed company, and team time zones vary widely.

We are seeking a team member located within one of the following areas: USA

Responsibilities

• Optimize the holistic work environment of the founding team to allow them to focus on their goals. You’ll be an integral part of the founding team —with the main focus of helping them to be most productive.
• Schedule, maintain, and update calendar events independently. Prepare meetings for the founder or team independently.
• Execute expense management activities independently.
• Plan and organize internal and external programs and events and manage event logistics in collaboration with internal partners and external vendors.
• Complete travel coordination tasks independently.
• Assist founders with pre-made material for meetings and events with little assistance.

In your first 30 days…

• You will be immersed in an onboarding program that introduces you to Phaidra and our product.
• You will spend time across Founders, Operations, Sales, and Leadership, learning how the departments operate, interact, and approach problems.
• You will be introduced to everyone you will need to know in order to be successful in your role.
• You will meet with various team members across the company.
• You will identify any gaps in documentation and fill them.

In your first 60 days…

• You will have a solid understanding of what Phaidra does and how we do it.
• You will have met with team members across Phaidra and started building relationships that help you match recommendations for process or policy updates to our culture.
• You will have taken ownership of the Founding team’s calendars and scheduling responsibilities and manage expenses and reimbursements.
• You will have identified two or three key areas of interest and have begun building roadmaps on how to improve them.

In your first 90 days…

• You will have been fully integrated in the team and with team members across the company. You will have set regular meetings with other departments to check in and work cross-functionally.
• You will be familiar with all of Phaidra’s customers and vendors.
• You will have taken ownership of travel bookings and agendas for the Founding team.
• You will have formulated the roadmaps and strategies for your key areas of focus.
• You will have started to consider scalability in every proposed solution.
• You will have started to contribute to knowledge sharing throughout Phaidra.

Key Qualifications

• Bachelor’s degree or equivalent practical experience.
• 5 years of executive administrative experience in a high-tech and/or international environment working on core administrative tasks (e.g., travel management, expense reports, calendar management, facilities coordination, etc.).
• Organized and analytical.
• Strong business judgment and communication skills needed to interact with a variety of people and job functions.
• Demonstrative of Phaidra’s values – transparency, collaboration, operational excellence, ownership, and empathy

Preferred Skills & Experience

• 8 years of executive assistant experience supporting executive-level management in a corporate environment, and managing small-scale projects and events from pre-planning to execution.
• Startup experience
• Remote, globally distributed workforce experience
• Experience with Notion and Slack

General Interview Process

• All of our interviews are held via Google Meet, and an active camera connection is required.
• Initial screening interview with a People Operations team member (30 minutes) to meet you, learn more about your background, and discuss what you are looking for in a new position.
• Take home assignment to gain an understanding of how you think and would approach the many problems that our department navigates. Our team will review your submission and provide you with feedback. If we decide to move forward, you will be invited to continue with the next interviews.
• Interview with Phaidra’s Head of Operations & People (30 minutes) that will involve a discussion around your take home assignment answers, questions relating to communication and collaboration, and the growth trajectory of Phaidra and your role/career.
• Interview with Phaida’s COO (60 minutes) for you to get a better feel for our team and to provide an additional opportunity to ask us questions.
• Culture fit interview with Phaidra’s CEO and CTO (30 minutes) to ensure that you will fit Phaidra and Phaidra will fit you.

Base Salary Range

• US Residents: $90,000K – $130,000

This is a best faith estimate of the base salary range for this position. Multiple factors such as experience, education, level, and location are taken into account when determining compensation.