Executive Assistant

About us:

We are a growing agency that helps businesses from different industries scale. Our team members are results-driven individuals who like to move fast, get the job done, and have fun doing it.

We are looking for an Executive Operations Manager to join our team at UPGRADE. In this key role, you will act as a linchpin between the CEO and internal departments, facilitating coordination and expediting necessary actions. Dive into data to extract insights, create structured reports, and inform decision-making.

Your proficiency in organizing meetings, handling executive communications, and maintaining confidentiality will be invaluable. Be part of our dynamic team, contributing to the enhancement of organizational processes and the overall success of UPGRADE.

How your day will look like:

• Serve as a liaison between the CEO and various internal departments, helping to coordinate and expedite necessary actions when required.
  
• Diving into data to extract insights, creating structured reports and presentations to communicate findings, and using these insights to inform decision-making.
  
• Documenting and improve processes including creating process documents to standardize workflows, ensuring they are continuously updated, and collaborating with different teams to identify process enhancements.
  
• Identifying and improving automation opportunities to a streamline internal and external business processes.
  
• Managing projects and required deliverables, coordinate teams, track progress, and communicate project status and potential issues to stakeholders.
  
• Creating visually appealing, informative presentations that incorporate data and research to support key messages, tailored for various internal and external audiences.
  
• Assist in organizing meetings and communication with investors, ensuring a professional and organized approach to investor relations.
  
• Identify and engage with third-party service providers and manage their contracts and services.
  
• Maintain and organize the executive's calendar, scheduling and coordinating meetings, appointments, and travel arrangements.
  
• Manage email correspondence, phone calls, and other forms of communication on behalf of the executive, including drafting, proofreading, and editing various documents.
  
• Plan and coordinate business travel, including booking flights, hotels, transportation, and creating detailed itineraries.
  
• Assist in prioritizing tasks and responsibilities and delegate tasks to appropriate team members, following up on their completion.
  
• Organize and maintain important documents, files, and records, ensuring both physical and digital records are well-organized and easily accessible.
  
• Conduct research on various topics to provide insights and information for decision-making.
  
• Assist in planning and coordinating company events, conferences, and special meetings.
  
• Maintain strict confidentiality of sensitive information.
  

• Proven experience in an executive support or operations management role.
  
• Proficient in data analysis, with the ability to extract meaningful insights and create structured reports to support decision-making.
  
• Experience in documenting and improving processes, including creating standardized workflows and collaborating with cross-functional teams for process enhancements.
  
• Knowledge of identifying and implementing automation opportunities to streamline business processes.
  
• Strong project management skills, including the ability to manage projects, coordinate teams, track progress, and communicate effectively with stakeholders.
  
• Proficient in creating visually appealing and informative presentations tailored for various audiences.
  
• Familiarity with organizing meetings and communication with investors, ensuring a professional and organized approach.
  
• Experience in identifying, engaging, and managing third-party service providers, including contracts and services.
  
• Proven ability to maintain and organize executives' calendars, handle email correspondence, and manage other forms of communication.
  
• Experience in planning and coordinating business travel, including booking flights, hotels, transportation, and creating detailed itineraries.
  
• Ability to assist in prioritizing tasks, delegate responsibilities to team members, and follow up on task completion.
  
• Strong organizational skills in maintaining important documents, files, and records, both in physical and digital formats.
  
• Proficient in conducting research on various topics to provide insights for decision-making.
  
• Experience in planning and coordinating company events, conferences, and special meetings.
  
• Demonstrated ability to maintain strict confidentiality of sensitive information.
  

Equal Opportunity Statement:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

• Competitive salary and bonus opportunities.
  
• Room for career growth and results-based pay increases.
  
• Highly interactive, challenging work with a talented, diverse, passionate team.
  
• Ongoing learning and development opportunities.
  
• Professional, "business casual" atmosphere.
  
• Free snacks and drinks.
  
• Regular team events.
  
  

If you're interested in the role and meet the qualifications listed above, we would love to hear from you. Please apply with your resume and a brief cover letter.