Instrument
Executive Assistant
Instrument, Portland, Oregon, United States, 97204
Instrument is a digital product and brand experience agency of more than 200 talented people on four different teams, each focused on a core offering and dedicated to producing best-in-class work. With a shift to a hybrid working model, we believe in both remote work's potential and recognize the value of in-person interactions for building relationships, sparking creativity, and engaging clients. Continuing to allow for remote work has only strengthened and diversified our company culture, and we’re committed to career advancement, personal support, and a healthy work/life balance for everyone we hire.The Executive Assistant (EA) will provide comprehensive day-to-day administrative support to the CEO, optimizing their time and ensuring the seamless execution of both professional and personal tasks. The EA will act as an essential partner, proactively managing the CEO's calendar, travel, and high-priority projects while ensuring all tasks are completed with precision and care. The role requires strong communication skills, impeccable organizational abilities, and the confidence to navigate competing priorities and ensure team accountability.Location Requirement:
Onsite 3 days/week (M-W) & Onsite for Company meetings outside of M-W as needed to support CEO.What You'll Do
Manage administrative tasks including scheduling, email correspondence, and organizing materials, ensuring the CEO is prepared, on time, and operating efficiently.Provide support on client-related tasks and project needs, ensuring smooth coordination between the CEO and all external partners.Anticipate the CEO’s needs by proactively managing to-do lists, setting priorities, and ensuring all deadlines are met.Manage and prioritize the CEO's calendar, resolving scheduling conflicts and proactively organizing meetings with internal and external stakeholders.Ensure the CEO is briefed and prepared for all meetings, with relevant materials and agendas at hand.Attend required team and client meetings, taking detailed notes and distributing them promptly afterward.Meeting preparation and facilitation.Plan and coordinate the CEO's travel arrangements, including flights, hotels, car transportation, and creating comprehensive itineraries.Ensure all aspects of travel are handled seamlessly, anticipating potential issues and proactively providing solutions.Organize and execute high-priority projects from start to finish, managing timelines and ensuring deadlines are met.Maintain a database of partners within Instrument’s Network and our holding company, Stagwell and our Network partner Code & Theory. Research new vendors and venues as needed. Coordinate site visits and conduct outreach for vendor relationships and venue bookings.Run personal and professional errands as needed, such as picking up supplies, equipment, or materials. Or scheduling personal needs to maintain a focus on the business.Uphold the CEO's professional reputation through respectful, timely, and polished interactions with internal teams, clients, and external partners.Maintain the highest level of professionalism in all interactions, both internally and externally, representing the CEO and the company with integrity and poise.Handle all sensitive information, including business strategies, client details, and personal matters, with utmost discretion. Strictly safeguard confidential information, ensuring that no unauthorized individuals gain access.Be a trusted advisor to the CEO, ensuring that all discussions, documents, and sensitive materials are kept secure and are only shared with approved stakeholders.What You'll Bring
Experience: 3+ years of professional experience as an Executive Assistant or Personal Assistant in the entertainment, event planning, production, or hospitality industries.Strong verbal and written communication skills, with the ability to represent the CEO in a polished and professional manner.High attention to detail, with the ability to manage multiple competing priorities and deadlines in a fast-paced environment.Ambitious and resourceful, with a knack for anticipating the CEO's needs and ensuring tasks are completed ahead of time.Confident in making decisions, navigating priorities, and holding others accountable to ensure smooth execution of tasks.Collaborative and solutions-oriented, with the ability to work effectively in cross-functional teams while maintaining strong client and internal relationships.Able to exercise the highest level of discretion in handling sensitive and confidential information.Pay Range
The expected pay range for this position is $70,000-$85,000 for our base US Region 3. We have three regional pay ranges that are adjusted for cost of living (US1 +15%, US2 +7.5%, US3 Base).What We Offer
Flexible, Hybrid Work Environment.Great Compensation with Annual Reviews.Annual Profit Sharing.401(k) Matching with Immediate Vesting.Robust Medical, Vision, and Accident Insurance.Generous Paid Holidays and unlimited PTO.Sabbaticals.Monthly Wellbeing Stipend.Career Management and Leadership Training.
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Onsite 3 days/week (M-W) & Onsite for Company meetings outside of M-W as needed to support CEO.What You'll Do
Manage administrative tasks including scheduling, email correspondence, and organizing materials, ensuring the CEO is prepared, on time, and operating efficiently.Provide support on client-related tasks and project needs, ensuring smooth coordination between the CEO and all external partners.Anticipate the CEO’s needs by proactively managing to-do lists, setting priorities, and ensuring all deadlines are met.Manage and prioritize the CEO's calendar, resolving scheduling conflicts and proactively organizing meetings with internal and external stakeholders.Ensure the CEO is briefed and prepared for all meetings, with relevant materials and agendas at hand.Attend required team and client meetings, taking detailed notes and distributing them promptly afterward.Meeting preparation and facilitation.Plan and coordinate the CEO's travel arrangements, including flights, hotels, car transportation, and creating comprehensive itineraries.Ensure all aspects of travel are handled seamlessly, anticipating potential issues and proactively providing solutions.Organize and execute high-priority projects from start to finish, managing timelines and ensuring deadlines are met.Maintain a database of partners within Instrument’s Network and our holding company, Stagwell and our Network partner Code & Theory. Research new vendors and venues as needed. Coordinate site visits and conduct outreach for vendor relationships and venue bookings.Run personal and professional errands as needed, such as picking up supplies, equipment, or materials. Or scheduling personal needs to maintain a focus on the business.Uphold the CEO's professional reputation through respectful, timely, and polished interactions with internal teams, clients, and external partners.Maintain the highest level of professionalism in all interactions, both internally and externally, representing the CEO and the company with integrity and poise.Handle all sensitive information, including business strategies, client details, and personal matters, with utmost discretion. Strictly safeguard confidential information, ensuring that no unauthorized individuals gain access.Be a trusted advisor to the CEO, ensuring that all discussions, documents, and sensitive materials are kept secure and are only shared with approved stakeholders.What You'll Bring
Experience: 3+ years of professional experience as an Executive Assistant or Personal Assistant in the entertainment, event planning, production, or hospitality industries.Strong verbal and written communication skills, with the ability to represent the CEO in a polished and professional manner.High attention to detail, with the ability to manage multiple competing priorities and deadlines in a fast-paced environment.Ambitious and resourceful, with a knack for anticipating the CEO's needs and ensuring tasks are completed ahead of time.Confident in making decisions, navigating priorities, and holding others accountable to ensure smooth execution of tasks.Collaborative and solutions-oriented, with the ability to work effectively in cross-functional teams while maintaining strong client and internal relationships.Able to exercise the highest level of discretion in handling sensitive and confidential information.Pay Range
The expected pay range for this position is $70,000-$85,000 for our base US Region 3. We have three regional pay ranges that are adjusted for cost of living (US1 +15%, US2 +7.5%, US3 Base).What We Offer
Flexible, Hybrid Work Environment.Great Compensation with Annual Reviews.Annual Profit Sharing.401(k) Matching with Immediate Vesting.Robust Medical, Vision, and Accident Insurance.Generous Paid Holidays and unlimited PTO.Sabbaticals.Monthly Wellbeing Stipend.Career Management and Leadership Training.
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