Job Description

The Executive Assistant will provide high-level executive support to the Chief Operating Officer (“COO”) and administrative and operational support to the broader Operations team. This role will assist in the day-to-day operations by providing coordination within the team, and across functions to carry out projects and directives as requested.

Key Duties & Responsibilities

Key responsibilities include, but are not limited to:

Executive support to the Chief Operating Officer:

• Serve as an advisor and confidant to the COO
• Organize and manage the executive's professional calendar
  • Prioritize executive’s time as required
  • Schedule in-person and virtual meetings, handling all meeting logistics
  • Ensure availability of all required parties
  • Prioritize conflicting needs
  • Block time as needed, to complete work or to prepare and debrief from meetings
• Provide executive with meeting assistance
  • Prepare and distribute agendas in advance
  • Gather documents and prepare executives for meetings
  • Take and distribute meeting minutes
• Create and update executive materials including presentations, reports, and correspondence as requested
• Coordinate and manage cross-functional projects by liaising with various departments, setting timelines, tracking progress, and ensuring successful project completion within established parameters
• Coordinate domestic and international travel arrangements
• Manage team member travel account information (upgrades, frequent flyer accounts, etc.)
• Prepare and submit expense reports
• Complete other tasks as requested

Administrative and operational support to the Operations Team:

• Provide administrative support as needed to senior team members, including travel and calendar management as needed
• Liaise between the team and external parties to schedule meetings and coordination of calls
• Manage and report on milestones and implementation challenges related to team objectives
• Prepare materials and team members for meetings
• Research, plan, and coordinate team socials and offsites
• Work on ad hoc projects as needed and time allows.

Provide back-up support to GEM:

• Support administrative team members by serving as a backup and cross-training
• Assume phone coverage during receptionist lunches and vacations

Qualifications

• High School diploma or equivalent
• 5+ years of administrative experience supporting one or more C-Suite Executives in a corporate environment
• Strong Technical Skills
• Able to perform multiple, detailed-oriented tasks with simultaneous deadlines
• Advanced communication skills – both written and verbal
• Strong Microsoft Office proficiency required

Working Conditions

• Position type – Full-time
• Work schedule – Minimum 40 hours/week
• Work location – Hybrid (3 days in-office, 2 days remote) subject to manager discretion and team support needs
• Work environment – Office
• Essential physical requirements – Ability to sit and work on a computer for an extended period
• Travel requirements – None

Benefits

• Competitive, market-based compensation
• Comprehensive medical, dental, and vision health insurance
• Flexible Spending Account / Health Savings Account
• Short- and long-term disability insurance
• Life and AD&D insurance
• 401(k) retirement plan with employer contribution
• Lifestyle Spending Account
• Education assistance, including certification, membership reimbursements, and more

Company Culture

Every team member contributes to the GEM culture by respectfully voicing opinions, asking questions, evaluating how and why things are done, and offering solutions. This level of involvement and trust is developed through bonding opportunities over shared meals, joint celebrations, and team and firm outings.

Service is also a key element of GEM’s culture. Employees are presented with opportunities to serve both internally and externally. They can sign up to serve on various internal committees, such as the Community Committee, and volunteer with local nonprofits. GEM aims to improve the local community while encouraging its team members' spirit of giving.