Hybrid Executive Assistant

at Mindgrub

• Job title: Executive Assistant
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: $70,000 - $90,000 per year
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Baltimore, United States

About the role

• Executive Assistant providing administrative support and managing the CEO's communications and schedules. Role focuses on operational efficiency and project management across various ventures.

Responsibilities

• Manage the CEO’s inbox by reviewing, prioritizing, and responding to emails to ensure timely communication and alignment with organizational priorities.
• Efficiently manage professional and personal complex scheduling for CEO, including agendas, appointments, correspondence, travel arrangements, client management, and other company logistics across Marks, Inc.
• Manages the CEO's daily agenda, strategically prioritizing tasks based on urgency, and efficiently delegates responsibilities to appropriate team members as necessary.
• Serve as a liaison between Marks, Inc. and external stakeholders, including board members, investors, partners, clients, employees, vendors, executives, and regulatory agencies, as directed by the CEO.
• Provide administrative assistance, such as reviewing emails, drafting memos, preparing communications on the executive’s behalf, and assisting in the creation of sales enablement materials such as presentations, sales collateral, and product documentation to support the sales team's efforts across Marks, Inc. and affiliated companies or ventures.
• Assist in managing projects and initiatives across Marks, Inc. and other ventures, ensuring alignment with overarching goals and objectives.
• Coordinate with team members across different companies or ventures to streamline processes, share resources, and maximize efficiency.
• Managing information flow in a timely and accurate manner.
• Assist with special projects, events, or initiatives as needed.
• Drive the CEO to meetings and events as needed, and coordinate their travel and lodging
• Performs additional duties as assigned
• Maintain confidentiality and discretion when handling sensitive information related to Marks, Inc., the CEO, and affiliated companies or ventures.
• Adapt quickly to changing priorities and requirements, demonstrating flexibility and resourcefulness in addressing new challenges and opportunities across Marks, Inc. and the CEO's diverse portfolio.

Requirements

• Preferred location: candidates in Maryland
• Minimum of H.S. degree or equivalent
• Excellent verbal and written communications skills
• Strong time-management skills and the ability to organize and coordinate multiple projects at once
• Basic knowledge and experience using common office tools
• Familiar with using google docs (need to add a few others) Calendar management
• Discretion and confidentiality
• Able to lift a minimum of 25 pounds

Benefits

• Excellent benefits package that includes medical, dental, vision, and 401(k)
• Employer-paid Short-Term Disability (STD)
• Paid Time Off available when you start
• Free access to Premium Calm app subscription
• Annual training budget dedicated to your professional development
• A variety of fun Mindgrub hosted events and Committees to join (e.g. Adventure Club, Fun Committee, DEI Committee, Mindgrub Meet Ups, and more!)