Instrument Marketing, Inc.
Executive Assistant
Instrument Marketing, Inc., Portland, Oregon, United States, 97204
Instrument is a remote-first digital product and brand experience agency with over 200 talented people across four teams, each focused on a core offering and dedicated to producing best-in-class work. Our shift to a fully remote model has amplified our ability to foster creativity, build strong relationships, and engage with clients in dynamic ways. This flexibility has not only strengthened our company culture but also enabled us to embrace diverse perspectives. We remain deeply committed to career advancement, personal support, and ensuring 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 efficientlyProvide support on client-related tasks and project needs, ensuring smooth coordination between the CEO and all external partnersAnticipate the CEO’s needs by proactively managing to-do lists, setting priorities, and ensuring all deadlines are metManage and prioritize the CEO's calendar, resolving scheduling conflicts and proactively organizing meetings with internal and external stakeholdersEnsure the CEO is briefed and prepared for all meetings, with relevant materials and agendas at handAttend required team and client meetings, taking detailed notes and distributing them promptly afterwardMeeting preparation and facilitationPlan and coordinate the CEO's travel arrangements, including flights, hotels, car transportation, and creating comprehensive itinerariesEnsure all aspects of travel are handled seamlessly, anticipating potential issues and proactively providing solutionsOrganize and execute high-priority projects from start to finish, managing timelines and ensuring deadlines are metMaintain 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 bookingsRun personal and professional errands as needed, such as picking up supplies, equipment, or materials or scheduling personal needs to maintain a focus on the businessUphold the CEO's professional reputation through respectful, timely, and polished interactions with internal teams, clients, and external partnersMaintain the highest level of professionalism in all interactions, both internally and externally, representing the CEO and the company with integrity and poiseHandle all sensitive information, including business strategies, client details, and personal matters, with utmost discretion. Strictly safeguard confidential information, ensuring that no unauthorized individuals gain accessBe a trusted advisor to the CEO, ensuring that all discussions, documents, and sensitive materials are kept secure and are only shared with approved stakeholdersWhat You'll Bring
Experience: 3+ years of professional experience as an Executive Assistant or Personal Assistant in the entertainment, event planning, production, or hospitality industriesStrong verbal and written communication skills, with the ability to represent the CEO in a polished and professional mannerHigh attention to detail, with the ability to manage multiple competing priorities and deadlines in a fast-paced environmentAmbitious and resourceful, with a knack for anticipating the CEO's needs and ensuring tasks are completed ahead of timeConfident in making decisions, navigating priorities, and holding others accountable to ensure smooth execution of tasksCollaborative and solutions-oriented, with the ability to work effectively in cross-functional teams while maintaining strong client and internal relationshipsAble to exercise the highest level of discretion in handling sensitive and confidential informationPay Range
The expected pay range for this position is $70,000-$85,000for 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), learn more about our pay philosophy and cost of living adjustments.Here’s what you can expect once you apply
We'll review your application and reach out to discuss next stepsYou'll meet with a recruiter and we’ll get to know each other a little better.You'll have two remote interviews with key decision makers for the role you’re interested in
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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 efficientlyProvide support on client-related tasks and project needs, ensuring smooth coordination between the CEO and all external partnersAnticipate the CEO’s needs by proactively managing to-do lists, setting priorities, and ensuring all deadlines are metManage and prioritize the CEO's calendar, resolving scheduling conflicts and proactively organizing meetings with internal and external stakeholdersEnsure the CEO is briefed and prepared for all meetings, with relevant materials and agendas at handAttend required team and client meetings, taking detailed notes and distributing them promptly afterwardMeeting preparation and facilitationPlan and coordinate the CEO's travel arrangements, including flights, hotels, car transportation, and creating comprehensive itinerariesEnsure all aspects of travel are handled seamlessly, anticipating potential issues and proactively providing solutionsOrganize and execute high-priority projects from start to finish, managing timelines and ensuring deadlines are metMaintain 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 bookingsRun personal and professional errands as needed, such as picking up supplies, equipment, or materials or scheduling personal needs to maintain a focus on the businessUphold the CEO's professional reputation through respectful, timely, and polished interactions with internal teams, clients, and external partnersMaintain the highest level of professionalism in all interactions, both internally and externally, representing the CEO and the company with integrity and poiseHandle all sensitive information, including business strategies, client details, and personal matters, with utmost discretion. Strictly safeguard confidential information, ensuring that no unauthorized individuals gain accessBe a trusted advisor to the CEO, ensuring that all discussions, documents, and sensitive materials are kept secure and are only shared with approved stakeholdersWhat You'll Bring
Experience: 3+ years of professional experience as an Executive Assistant or Personal Assistant in the entertainment, event planning, production, or hospitality industriesStrong verbal and written communication skills, with the ability to represent the CEO in a polished and professional mannerHigh attention to detail, with the ability to manage multiple competing priorities and deadlines in a fast-paced environmentAmbitious and resourceful, with a knack for anticipating the CEO's needs and ensuring tasks are completed ahead of timeConfident in making decisions, navigating priorities, and holding others accountable to ensure smooth execution of tasksCollaborative and solutions-oriented, with the ability to work effectively in cross-functional teams while maintaining strong client and internal relationshipsAble to exercise the highest level of discretion in handling sensitive and confidential informationPay Range
The expected pay range for this position is $70,000-$85,000for 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), learn more about our pay philosophy and cost of living adjustments.Here’s what you can expect once you apply
We'll review your application and reach out to discuss next stepsYou'll meet with a recruiter and we’ll get to know each other a little better.You'll have two remote interviews with key decision makers for the role you’re interested in
#J-18808-Ljbffr