Executive Assistant

Location: Wynwood, Miami (3 Days in office - 2 Days remote) 
Job Type: 1099
Capacity: 30 Hours / Week - Monday to Friday
Wage: $20 - $30 Per Hour

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🚨 Attention all future Greenhouse Executive Assistants!
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We're on the lookout for a dedicated individual who's passionate about administrative efficiencies, systems of operations, and digital marketing and wants to make a real impact in The Greenhouse growth.

🎯 We are a value driven company. Our mission is rooted in the belief that every consumer deserves a marketing experience that is thoughtful, relevant, and tailored to their unique preferences and needs. Regardless of our diverse backgrounds, we are all consumers seeking meaningful connections.‍

💎 Our team is our most valuable asset. As a member of our team, you'll have the opportunity to work directly with the Chief of Ops and Growth and the marketing and creative teams.

If you're interested in joining a team that's dynamic, talented, hungry for growth and rapidly growing, then we invite you to join us at The Greenhouse!
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✅ If you're:

• Problem solver and high performer and able to identify and address issues as they arise.
• Tech-savvy: Proficiency in using office software (e.g., Microsoft Office Suite, Google Workspace) and the ability to quickly learn new tools and technologies.
• Planner and highly organized
• Detail-oriented and driven by efficiency and process improvement
• Great communicator and fast learner
• Comfortable to work in a fast-paced environment and respond to changing priorities and deadlines
• identify and address issues as they arise.
• Starving for growth

⏳ We await your application...
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✅ What you'll be doing:

As an executive assistant, you will be a key player in ensuring the smooth functioning of our day-to-day operations. You will work directly with our Chief of Operations and you will collaborate with cross-functional teams to streamline processes, optimize resource allocation.

✅ Your responsibilities:

Executive Support:

• Helping the executives manage their time and tasks efficiently by prioritizing important activities and assisting them in staying on schedule
• Scheduling meetings, appointments, and events, and ensuring their calendar is organized and optimized
• Drafting and proofreading communications, and handling routine inquiries
• Setting up and coordinating meetings, including arranging video conferencing
• Creating and editing documents, reports, and presentations, often using software like Google Sheets, Slides, and Canva

Administrative Support:

• Organizing and maintaining important documents, files, and records in Dropbox or G-drive
• Tracking and managing expenses, including creating expense reports and ensuring that financial records are accurate
• Monitoring and analyzing operational performance metrics
• Serving as a point of contact between the executives and other team members, departments, clients, and external partners

Recruitment Support:

• Helping with candidate recruiting using recruiting engines and internal databases
• Qualifying candidates and scheduling interviews
• Creating and sending Trial Projects to potential hires
• Sending employment and service agreements to new hires
• Assisting with internal setup and onboarding of new hires
• Confirming platform access and form submissions
• Assisting with performance tracking and scheduling

Client and Team Support:

• Helping with new clients internal setup
• Sharing company announcements and updates with the team
• Tracking and approving all account payables for full and part-time hires and external consultants
• Sending and tracking account receivables (clients and tech partners)

✅ Requirements:

• Required to operate within company operating hours: Monday to Friday from 8AM to 4PM /or 9AM to 5PM ET
• Required to work from company location in Wynwood, Miami 3 days a week and 2 days remote
• Proven executive assistant experience and records
• Knowledge and experience of Project management systems, softwares and procedures. (Preferably Notion) 
• Excellent time management skills and the ability to prioritize work
• Attention to details and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Required to operate within company operating hours: 8AM - 4PM /or 9AM - 5PM ET or PT.

🔖 Our non-negotiables: (Must Read)

If you can commit to and live with the following principles, then you are the type of person who will be successful and help our company thrive. If you feel this level of engagement is not right for you or that you’re not willing or able to participate with us at this level, we are not a good fit for you.

Our expectation is that you will take the steps necessary to do what you say you are going to do and be responsible and accountable for your actions. In other words, live “Above the Line.”

We understand that not every person is ready for this level of performance, and we appreciate the honesty of those who decide this is not the right place for them. On the other hand, you would make an ideal candidate to join our company if you are willing to commit to the following Above the Line principles:

• Accountability: See It, Own It, Solve It, Do It
• Become part of the solution
• Respect for others and their feelings
• Act now!
• Ask the question: “What else can I do?”
• Ask the questions: “What coaching do you have for me?” and “What can I do better?
• Personal ownership
• Reject average
• Show others that you care
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⏳ Next Step:

Now, if you think you are the ideal candidate for this role, please use the TypeForm link to submit your application directly to The Greenhouse hiring team.