Executive Assistant To CEO/Executive Team

Remote
Full Time
Experienced

Executive Assistant  

AeroFarms| Remote | Full Time  

The world needs our help. By 2050, there will be 9 billion people on the planet with less arable land than ever before. We need a solution to cultivate more using less and define the future of farming for generations to come. At AeroFarms, we are on a mission to do just this, growing the best plants possible for the betterment of humanity. As we scale to new locations around the world, we are seeking an Executive Assistant to support our CEO and executive team and drive day-to-day activities throughout the organization. Join us as we take vertical farming to new heights for the planet and people everywhere.

We have:

  • An incredible “change-the-world” company with the eyes of the world focused on our success. We are building a better future for the planet! 
  • A team of motivated, intellectually curious individuals to support you
  • Amazing growth potential - we are at the start of a rapid growth and expansion plan. You will play a key role in helping to shape this growth. 

Description:

The Executive Assistant will provide high-level administrative support to the CEO and other Executive Committee members. Reporting directly to the CFO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. 

The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual will have the ability to exercise sound judgment in a diversity of situations, with strong written and verbal communication, administrative - and organizational skills, and the ability to maintain a realistic balance among multiple priorities.  

This individual will provide and lend support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization. 

Personal Attributes: 

  • Ability to function well in a high-paced environment; performs additional duties as assigned by executives. 

  • Manage sensitive matters with an elevated level of confidentiality and discretion especially decisions directly impacting the operations of the company. 

  • Excellent communication and time management skills; ability to meet deadlines. 

  • Represent the company and the Executive in a positive light through great follow-through skills and sound judgment. 

  • Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed. 

  • Commitment to excellence - perform duties at the highest level possible on a consistent basis. 

  • Excellent communicator - able to interact with people of all levels in a confident, professional manner. 

  • Demonstrate ability and temperament to work with sensitive information. 

  • Collaborator -team oriented experience and approach. 

  • Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties. 

  • Ability to think outside of the box with a sense of urgency. 

Key Responsibilities: 

  • Provide high-level confidential administrative support to CEO, CFO and the Senior Leadership team as required. 

  • Manage and maintain CEO's calendar of appointments, schedules, and travel arrangements. 

  • Arrange & coordinate meetings/events (Board retreats, management dinners) 

  • Screen CEO's emails, archive and professionally compose replies/correspondence on behalf of the CEO when required. 

  • Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff. 

  • Prepare the CEO's monthly expense summary - personal and business-related expenses. 

  • Consult with Leadership team on behalf of the CEO. 

  • Prepare reports, presentations (investor, Boards, partners) and memos when required. Utilize Word, Excel, PowerPoint creating, agendas, reports, special projects, and other documents in support of objectives for the organization. 

  • Arrange travel and accommodations for executives. 

  • Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with. 

  • Manage the Executive's contacts. 

  • Be responsive to emails/texts/phone calls, with contact outside normal business hours. 

  • Welcome the Executive’s guests by greeting them - on the phone or in person directing inquires. 

  • Organize complex calendars and schedules, resolving any scheduling issues. 

  • Manage all CEO's memberships & subscriptions and their renewals / payments. 

  • Maintain both paper and extensive electronic filing system (Outlook and other). 

  • Maintain staff/employee files in CEO's office and assist with new Executive onboarding. 

  Requirements  

  • Bachelor’s Degree  

  • 7+ years of experience in a fast-paced personal support role within an office environment.  

  • Ability to travel as needed to event or meetings (approximately 1 x/month).  The ability to flex and work across multiple time zones as needed  

  • Strong written and verbal communication skills, with the ability to interact effectively across various levels of the organization.  

  • Proven ability to multitask, prioritize, and manage time effectively in a dynamic environment.  

  • Strong understanding of confidentiality and commitment to maintaining discretion.  

  • Exceptional attention to detail, follow-through, and organizational capabilities.  

  • A collaborative team player who thrives in a supportive environment and enjoys contributing to a cohesive team.  

  • Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients. 

  •  Superior customer service and interpersonal skills. 

  • Proactive approaches to problem-solving and decision-making  

At AeroFarms, we believe that our corporate community should reflect the communities we serve. We are dedicated to fostering an inclusive culture that celebrates diversity across race, sex, age, gender identity, sexual orientation, disability, nationality, religion, experience, and thought—not only because it is right, but because it makes us better. Our mission—the right to wellness—informs our commitment to champion economic opportunities in communities disproportionately affected by the war on drugs through employment and community involvement. AeroFarms is proud to be an equal opportunity workplace.

Apply now to join AeroFarms and be part of our innovative team transforming agriculture for the future!

In accordance with organizational protocol, employees will at times be required to fill absences in the operation process that are equal to or lower than their positional hierarchy. Additionally, if an employee is absent, the role of the absent employee is to be completed by their immediate superior.

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