Executive Assistant

Key Responsibilities Executive Support

• Proactively manage the CEO’s calendar, meetings, and priorities with discretion and sound judgment
• Prepare meeting materials, agendas, and follow-ups; track action items and ensure closure
• Review incoming corporate mail (electronic or paper), scan, file, and share with relevant department heads (i.e. HR, finance, accounting, etc.)
• Support upcoming travel activities, including coordination of travel itinerary, transportation, lodging, and logistics
• Serve as a gatekeeper and thought partner to help the CEO stay focused on high-value work

• Support on/offboarding of employees, contractors, vendors and clients following Moxie’s procedures and workflows
• Update and maintain contact lists (i.e. employee/contractor list, vendor list, client list, etc.)
• Ensure HQ office address is updated and reflected on all corporate accounts including city, state and federal compliance documents
• Assist with the set-up and logistics of new office location, including office configuration, furniture, supplies to ensure the Moxie team is set up for success
• Support preparation of board materials, and internal reporting as needed
• Coordinate with external vendors (accounting, legal, payroll, etc.) as appropriate

• Manage all SaaS platform access for team members (i.e. MS Sharepoint, Slack, Harvest, Asana, Foxit & Adobe Sign eSignature platforms)
• Assist with coordination of internal and external events (i.e conferences, team summits, executive meetings, etc), assist with meeting preparation and coordination (i.e. schedule relevant meetings, identify location/space, order meals, etc.)
• Support ad hoc projects related to operations, compliance documentation, or strategic initiatives

• Fun, energetic, with an up-beat/can-do attitude, flexible, and loves to travel from time to time
• 10-15 years of experience as an Executive Assistant
• In-office 2-3 times per week
• Ready to roll up your sleeves, be a quick learner and ready to implement and execute tasks and deliverables in your first week of onboarding.
• Able to understand the CEO’s personality traits, travel preferences, and can be 2 steps ahead to ensure the success of the CEO
• Truly understands the vision and goals of the company and support departments cross-functionally as needed
• Strong finance background with comfort handling budgets, invoices, and financial summaries
• Experience supporting founders or CEOs in startup or boutique professional services environments
• Highly organized, proactive, and comfortable operating with limited direction
• Discreet, trustworthy, and confident interacting with executives, clients, and external partners
• Tech-savvy and comfortable with modern collaboration tools