Executive Assistant

Overview: Hypori is seeking a highly organized and proactive Executive Assistant to provide stellar support to its five Executive Team members. The ideal candidate will have a bias for action, a customer-focused mindset, and the ability to dive deep into details while maintaining a high level of professionalism. This role will involve managing complex calendars, coordinating travel arrangements, handling various discreet administrative tasks, and ensuring the smooth operation of the office. The Executive Assistant will help plan and execute board and advisor meetings, support internal meetings, and contribute to Hypori’s company culture. This position requires working from our Reston, VA office at least once weekly, with continued flexibility based on office events and company needs.

Responsibilities:

• Calendar and Email Management:

• Oversee complex scheduling and calendar coordination for Hypori’s five Executive Team members.
• Coordinate meetings for executives, including those involving board members, advisors, and other key external stakeholders.
• Manage executive correspondence by prioritizing emails and drafting responses as needed.

• Travel Coordination:

• Arrange and manage travel logistics, including flights, accommodations, and transportation for executives and, occasionally, for larger Hypori events and leadership members.

• Office Management:

• Maintain office supplies and kitchen inventory.
• Ensure a clean and organized office environment.

• Meeting and Event Coordination:

• Support the planning and execution of board and advisor meetings, including scheduling, agenda preparation, participant coordination, and follow-up tasks.
• Provide logistical support for board meetings, including preparing materials, booking venues, and organizing catering.
• Plan and coordinate internal events, such as town halls and company-wide meetings. Manage all aspects of internal meetings, including scheduling, agenda preparation, and post-meeting follow-up.
• Arrange lunches and refreshments for meetings and office events as needed.

• Expense Management:

• Reconcile expense reports for the Executive Team, board, and advisory members and manage corporate credit card transactions.

• Mail Management:

• Collect, sort, and distribute incoming mail.
• Scan and forward documents to the appropriate recipients when necessary.

Qualifications:

• US citizen with the ability to pass a National Agency Check.
• At least four (4) years of proven experience as an Executive Assistant or in a similar role supporting senior executives.
• Willing to work from the Reston, VA office at least once a week and more frequently as needed for office events.
• Skilled in building strong relationships with internal and external stakeholders.
• Demonstrated expertise in maintaining discretion and confidentiality, especially with sensitive company information and executive communications.
• Strong organizational and time management skills, with a talent for concurrently prioritizing and handling multiple tasks.
• Excellent written and verbal communication skills, capable of interacting effectively with executives, board members, and external partners.
• Detail-oriented and precise, particularly when managing schedules, preparing documents, and handling confidential information.
• Adaptable to changing priorities and able to juggle multiple tasks effectively.
• Proactive in anticipating needs, identifying potential issues, and developing effective solutions.
• Capable of working independently and navigating sensitive situations with tact and professionalism.
• Experience in high-growth companies or dynamic environments where agility and rapid change are standard.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiar with other office management tools.
• Event planning experience is a plus.

Salary and Benefits:

In addition to the competitive salary range of $90,000 to $115,000 annually, we offer a comprehensive benefits package that includes healthcare plans, short-term and long-term disability insurance, a 401(k) plan with matching, and parental leave. 

Why Join Us:

This is a unique opportunity to play a crucial role in shaping the future of our company. You'll work alongside talented and passionate professionals in a dynamic environment where your contributions will directly impact our success. We offer competitive compensation and benefits, as well as opportunities for growth and development.

If you're excited about the intersection of People and technology and thrive in a collaborative, results-oriented setting, we'd love to hear from you. Apply now to be part of our journey!

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Last updated on Aug 28, 2024