Executive Administrative Assistant Office Manager

Our mission is to connect people to their passions. Our four online stores—Backcountry, Competitive Cyclist, MotoSportand, SteepandCheap—aim to supply our customers with the gear, knowledge, and inspiration necessary to get out there and chase down life’s greatest moments. We do this by providing the biggest and best assortment of premium outdoor products, superior shopping experience, personalized Gearhead expertise, lightning-fast and accurate fulfillment, and inspirational, informative, and community-centered content. Backcountry.com is seeking a highly organized and motivated Executive Assistant to provide high-level administrative support to the CEO and executive team within our fast-paced outdoor retail e-commerce environment. The ideal candidate will excel at multitasking, possess strong communication skills, and thrive in a dynamic setting. In this role, you will be responsible for managing calendars, coordinating travel arrangements, preparing reports and presentations, and handling confidential information with discretion. Additionally, you will assist with a variety of administrative tasks, playing a key role in ensuring smooth daily operations and providing strategic support to our executives. As part of your role, you will also handle key office management responsibilities to support a smooth and welcoming environment. This includes maintaining office supplies, coordinating with facilities on repairs and maintenance, managing incoming mail and badges, and overseeing amenities like the coffee/tea bar, snacks, and office lunches. You will be the primary contact for office visitors, ensuring they are greeted and directed appropriately within the building, and will work closely with facilities to streamline and address any office-related needs. What you get to do every day: Calendar Management - Manage executives' calendars, including scheduling meetings, appointments, and travel arrangements. Travel Coordination - Organize and manage travel, including booking flights, accommodations, and transportation. Administrative Support - Provide comprehensive support, including drafting correspondence, preparing reports, and organizing documents. Communication Management - Serve as the primary point of contact for executives by screening and prioritizing calls, emails, and inquiries. Meeting and Event Coordination - Arrange meetings, conferences, and events, including logistics, agenda preparation, and follow-up actions. Includes managing conference room schedules for the entire office. Expense and Process Management – Track, reconcile expenses, prepare expense reports, and identify opportunities for process improvements. Serve as the point of contact for expense reimbursement software for travel and expenses. Project Assistance - Assist with special projects, research, and presentation preparation. HR Team Support - Assist with perks management (e.g., event tickets, discount management, ski passes, gold points, gold passes, ski passes, office lunches) and event planning. Office Management – Maintain appropriate office supply inventory, including coffee/tea bar supplies, office snacks, office lunches, restroom comfort supplies, etc. Greet and escort all visitors to their appropriate company contact within the building. Mail and Badge Administration – Receipt and distribution of all incoming mail. Coordinate with facilities for timely delivery of packages and resolution of misdirected shipments. Coordinate with facilities to ensure that new hires are issued id badges and badges are distributed to new hires on their first day. Repairs and Maintenance Coordination - Develop and manage a maintenance request form to streamline submissions and ensure prompt response by facilities. Provide guidance to employees on submitting requests through the form, with the Executive Assistant (EA) handling submissions on their behalf if needed. Coordinate with external vendors for emergency repairs upon facilities’ request. Relationship Management - Cultivate positive relationships with internal and external stakeholders. Confidentiality - Handle sensitive information with discretion and maintain confidentiality. What you bring to the role: Proven experience as an executive assistant or similar administrative role; preferably supporting C-suite executives Excellent organizational and time-management skills with the ability to prioritize tasks effectively Strong verbal and written communication skills, with a professional and courteous demeanor Ability to handle multiple tasks and prioritize work effectively Strong attention to detail and accuracy in all work Ability to maintain confidentiality and exercise sound judgment and discretion Adaptability and flexibility to accommodate shifting priorities and deadlines Positive attitude, proactive approach, and willingness to take initiative Passion for the outdoor industry is a plus Proficient in Microsoft Office Suite and other relevant computer software programs This is a hybrid role with 3 days a week in our Park City Headquarters. What’s in it for you? Paid Time Off Medical/Dental/Vision/Mental Health and a variety of supplemental policies available Company 401K match Paid Holidays Pet Friendly office and Pet Insurance Generous employee discounts What our interview process looks like: Depending on the position, our application and interview process may vary, but here are some of the ways we get to know you better: Step 1 : Match most of the requirements and qualifications for the position? We want to chat. A recruiter will reach out to you via email to schedule some time to learn more about our company and get to know you better. Remember, you’re also interviewing us Step 2: Our assessments (if applicable to the role) measure your analytical and business acumen. We use them to better understand your expertise. Each person interviewing for the same role receives the same assessment, which helps us evaluate candidates equally and consistently. ‍Step 3 : Virtual or in-person interviews depending on your location. Our hiring team will learn more about your prior experience and challenges you’ve faced. Be prepared with detailed examples. Concise and well-organized answers are ideal. ✍ Step 4 : Offer This is where things get really exciting. We gather all data from your interviews and conduct a final review. If qualified for the position, your recruiter will connect with you via phone to present a verbal offer we know you’ll be excited about.