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Executive Assistant & Office Manager

Company: Free Agency
Location: New York
Posted on: November 22, 2021

Job Description:

Free Agency is a talent startup modernizing how people find & succeed at work. We provide concierge services and digital products to knowledge workers, mirroring Hollywood-style talent representation and management. Unlike solutions in recruiting, we're entirely paid by and motivated by the individual candidates we work with, enabling us to focus on their career outcomes. Their success is our success.
We've started with the tech industry: through our platform, mid to C-level folks in product, engineering, design, marketing, and ops are doing incredible work at companies like Square, Drift, Roblox, Reddit, Netflix, Amazon, SpaceX, Notion, Peloton, and hundreds more. We're backed by top-tier venture capital firms like Resolute Ventures, Bloomberg Beta, and Ludlow Ventures.
About the job:We are looking for an Executive Assistant to join our team. You will directly support the CEO, as well as indirectly provide support to the rest of the executive team and the wider staff. Your mandate will be to provide organizational and operational leverage to the CEO, who has a large number of audiences to interface with and enable on a daily basis, including: internal staff, 10+ direct reports, venture investors, employer partners, vendors, customers, media, and more.
You should find your satisfaction in enabling others, seeing your wins in the form of a more productive executive, a more satisfied team, and in the impact that attention to detail & care can have in a fast-moving startup environment. You should aim to always be two steps ahead of the CEO, ensuring that even urgent matters and fires feel like more controlled events.
For those who prefer highly transparent and involved environments, this role is for you. You'll join the CEO in sensitive meetings, help execute on high-level projects, and generally have complete visibility & impact throughout and across initiatives at Free Agency.
You will:

  • Manage the CEO's calendar, including day-of adjustments, just-in-time rescheduling, weekly meeting cadence, and general time optimization
  • Track and assist in the prioritization of tasks, including regular follow up and follow through with the rest of the Free Agency team
  • Join the CEO in a variety of meetings, both internal and external, and take exceptional notes throughout, serving as the keeper of knowledge and action items
  • Assist in office management, HR, legal, and finance matters, including both one-off tasks and stewarding of ongoing systems & procedures
  • Book executive travel, dinners, and meetings with a mind for quality, cost, and related vendor management
  • Maintain and improve a variety of sources of data, including documents, spreadsheets, knowledge bases, presentations, and company-facing collateral
  • Meet, greet, and provide a great experience to visitors in the Free Agency office, including partners, job candidates, prospects, and customers
  • Facilitate an effective meeting flow by keeping conference rooms organized, testing and troubleshooting communications technology being used for dialing in non-local participants, and running digital presentations
  • Provide lightweight personal assistance to the CEO, including the scheduling of personal appointments, facilitation of social meetings, and light service management
  • Assist with a variety of initiatives across company functions, including recruiting, sourcing, research, operations, and client servicing
    You should:
    • Be an excellent communicator with a strong attention to detail, as you will help write and edit documents shared with key stakeholders.
    • Have tremendous organizational skills and follow through, becoming a reliable method by which the CEO can outsource project tracking.
    • Be willing to optimize at the last 5% of an effort, as the CEO is the type of person who appreciates when the small details are considered.
    • Have an early-riser schedule, as you will be expected to be in-office before the CEO to get ahead of the day (you will not have to work as late as he does).
    • Be tech savvy, as Free Agency lives in a variety of products that you will be expected to learn and use (including tools like Airtable, Pipefy, Front, Figma).
      You may want to know:
      • Free Agency is heading back to the office in August, and this role is a 100% in-person, 5-days a week role. We believe that these early startup years are best spent in close proximity to maximize our odds of innovating, solving hard problems, and taking advantage of opportunities ahead. Further, our office itself is a considerable investment, intended to create room for a consistent event space and a dedicated co-working area for our clients & community.
        Internally, you will:
        • Work closely with the co-founders, with a particular attachment to the CEO.
          Quick hits:
          • Free Agency offers competitive pay, including equity, in addition to full coverage of health, dental, and vision insurance.
          • Free Agency's Refresher program recognizes that our normal pace and effort is enabled by time off. Accordingly, we offer unlimited PTO (2 week minimum) plus 2 weeks off during the holidays.
          • Free Agency's Boost program is how we invest in all careers, not just those of our clients. All employees receive a $2,000 professional development budget to spend on outside books, workshops, programs, coaches, courses, etc. to develop their skills and grow as leaders.
          • Core to our mission is expanding diversity & inclusion within tech. Similarly, we encourage candidates from underrepresented + nontraditional backgrounds to apply.

Keywords: Free Agency, New York , Executive Assistant & Office Manager, Accounting, Auditing , New York, New York

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