Executive Assistant (Internal Role)

Job Description

DescriptionConvertKit is delightful email marketing software built for creators. We help creators own their audience and turn fans into customers. For makers, authors, chefs, musicians, athletes, and anyone else making a living by creating the culture we all love, there isn t a better tool for reaching inboxes. More importantly, there isn t a team more committed to helping creators earn a living doing work that matters.ConvertKit is on a mission to help creators earn $1B using our SaaS email marketing platform. We are 100% independent, 100% remote and are growing rapidly. We are proud to have built a healthy culture of caring, driven, and fun team members. If you thrive off connecting with people, managing compliance, care about creating an incredible culture, and have seen rapid growth, this might be the role for you!We re looking for an executive assistant to support our Director of Operations and COO. The ideal candidate will have significant experience as an executive assistant for companies that are moving quickly OR experience in comparable roles. You thrive with complete autonomy and are particularly good at building systems, managing moving schedules, and building strong relationships. You re highly empathetic, able to understand the needs of others and proactively meet those needs without being asked. You get satisfaction from managing projects that maintain business requirements and mitigate risk. And you do all of this while helping us build healthy culture for our incredible team.The Role (Internal to ConvertKit)The is an internal posting. We will only consider current ConvertKit team members and contractors.We re looking for someone with a passion for supporting ConvertKit s team, culture, and the systems that keep ConvertKit running. The right person for this role will collaborate with both the COO and Director of Operations on a variety of projects; manage and streamline current and future systems; help us maintain compliance; and provide support with communication, scheduling, reporting, and more.This right person for this role is a team player, efficiency enabler, and relationship builder. You don t mind managing a variety of schedules, tasks, and projects all in the same day.The right person will

• Understand the COO & Director of Operations top priorities and help manage schedule and daily workflows to optimize for those priorities
• Book travel, including proactive research and planning for meetings with customers, colleagues, and other strategic connections for our leaders
• Optimize schedules to create more focused work time
• Track expenses
• Manage multiple email inboxes
• Compile and present reporting on different research projects
• Assist with board prep and review
• Assist with internal scheduling and coordination for the team for important events like Craft + Commerce and board meetings

Specific to the COO

• Prepare COO for all meetings, including researching external attendees, setting agendas, and sending recap notes
• Manage and maintain COO s personal and professional network
  • Research sales prospects and suggest sales trips to host dinners, have individual meetings, and pitch important potential customers
  • Research peer-level COOs and schedule annual retreats to learn from them and build a network
  • Set reminders and help send notes/gifts on birthdays, special occasions to build and maintain COO s network
  • Schedule and invite guest for dinner parties in Portland to expand local network of potential customers, fellow entrepreneurs, and other interesting people across town
• Create and maintain research database of notes from academic research, books, and articles to be used in writing projects and public speaking engagements
• Assist in producing content, including researching podcast guests; scheduling content; managing content editors
• Optimize personal appointments

Specific to the Director of Operations

• Learn the intricacies of operations at ConvertKit including GDPR, finance, people ops so you have context and can help streamline projects, communication, and/or support for those projects
• Communicate with technical professionals, contractors, and internal stakeholders on behalf of the Ops team or the Director of Operations
• Document and streamline different ops systems to equip others and assist with future training
• Become a trusted partner to stakeholders across the company

• Schedule and send team gifts
• Other duties and responsibilities as assigned

, RequirementsA successful candidate will have a combination of the following:

• 3-5 years as an executive assistant or equivalent experience in operations (People Operations, HR, Finance, etc.)
• Enthusiasm and belief in the ConvertKit mission
• Excellent computer and research skills (Mac preferred)
• Comfort with data, metrics, and creating reports
• Have experience with scheduling, organization, time management, and travel logistics

• Thoughtful, direct, and kind communication skills, both verbal and written
• Strong project management skills - you re not afraid of tight deadlines, you keep your work organized and outcome-focused, and you re a pro with time management
• Comfort handling confidential and highly sensitive information with discretion

• Most importantly, strong organizational and writing skills, since most communication is written
• A calm, professional, and approachable demeanor when handling sensitive issues or tricky changes in priority
• Comfort making adjustments and changes on the fly with a positive, collaborative attitude
• Strong social and emotional intelligence - you enjoy cultivating relationships with all types of people
• Adaptable and flexible - you re comfortable handling miscellaneous projects and duties as needed

Keyskills :
rapid growthdraftingtime managementmeeting facilitationsensitive issuesacademic researchmicrosoft officewriting skillsschedulingpublic speakingemail marketingfilingemail marketing softwaremanagement skills