Executive Assistant

This is a fully remote position, open to applicants in California, +3 more states.

📋 Description

• Provide support to the Managing Director of Third Derivative, with potential assistance for other program Principals.

• Oversee the Managing Director’s calendar management.

• Prepare the Managing Director for meetings and engagements by gathering information, allocating preparation time, scheduling prep meetings, and completing necessary tasks.

• Process timesheets and expense reports, while maintaining relevant documentation.

• Proactively adjust to the Managing Director’s shifting priorities and commitments.

• Manage daily requests and ensure timely and professional follow-ups.

• Handle corporate credit card transactions and email communications on behalf of the Managing Director with confidentiality.

• Act as the primary troubleshooting contact for Microsoft Office, Teams, and other platforms on a day-to-day basis.

• Organize and oversee both domestic and international travel logistics and bookings.

• Maintain travel rewards and membership programs.

• Address unforeseen travel schedule changes effectively.

• Ensure that passports, TSA PreCheck, Global Entry, driver’s licenses, and other travel documents are current.

• Stay proficient with RMI-approved platforms and tools, including Microsoft Office, Zoom, Workday, Adobe, and Monday.com.

• Collaborate with IT to resolve software platform issues and communicate the solutions.

• Enhance technical proficiency independently as well as through collaboration with peers.

• Take clear notes, document action items, and follow up with team members.

• Provide assistance with projects beyond primary responsibilities with minimal oversight.

• Efficiently manage changes to schedules, plans, and workloads.

• Tackle challenging situations with a positive outlook and identify effective solutions.

• Administer the Managing Director’s expenses in line with policy, maintaining high ethical standards and discretion.

• Uphold strict confidentiality regarding information acquired while supporting the Managing Director.

• Represent RMI professionally to internal and external stakeholders, including senior leaders from corporations, foundations, government, and academic institutions.

⛳️ Requirements

• A minimum of 5 years of experience as an Executive Assistant in a professional setting.

• Proven experience in planning events and coordinating domestic and international travel.

• Proficient in Microsoft Office and Zoom.

• Experienced with cloud-based enterprise resource platforms (ERP) like Workday.

• Exceptional written and verbal communication skills.

• Ability to foresee potential issues before they arise and proactively suggest solutions.

• Capacity to maintain professionalism and strict confidentiality consistently.

• Strong judgment and decision-making skills.

• Proficient in English.

🏝️ Benefits

• Medical, dental, and vision insurance.

• 403b retirement match with immediate vesting.

• Group life, AD&D, and both short- and long-term disability insurance.

• Optional voluntary life, AD&D, and accident plans.

• Health savings or flexible spending accounts.

• Support for fertility and hormonal health.

• Mental health and wellness resources.

• Comprehensive leave options, including generous parental leave.

• Ample paid time off and sick leave.

• Paid sabbatical leave.

• Regional holidays, ensuring at least one extended break in each region.

• Work-from-home and technology allowances.

• Learning and development opportunities, including access to LinkedIn Learning and an annual professional development budget.

• Possibility of bonuses and merit increases.

• Discount marketplace, featuring gym memberships and pet insurance.

• Hybrid and remote work options available.

• Team retreats and geographic meetups.

• Rewards and recognition programs.

• Provision of essential IT equipment.

• One-time payment for home technology needs.

• Monthly allowances for work-from-home or commuter expenses.

• Coverage for travel costs associated with occasional in-person meetings.