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Executive Assistant to the CEO

OVERVIEW 

The Executive Assistant to the CEO will serve as a collaborator ensuring the seamless management of the CEO's daily activities and supporting the integration of Product and Finance functions to drive organizational efficiency. This role requires a proactive, detail-oriented, and highly organized individual with exceptional cross-functional collaboration skills. As well as strong communication skills. 

The ideal candidate thrives with a hybrid of in person and remote work, is adept at juggling priorities, and brings a passion for connecting dots across teams to ensure alignment with the CEO’s vision and organizational goals. 

RESPONSIBLITIES 

Administrative Support 

  • Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements. 

  • Screen and prioritize emails, calls, and correspondence, ensuring timely responses and follow-ups. 

  • Prepare and organize meeting agendas, notes, and presentations. 

  • Maintain organized records and files for easy access and reference. 

  • Financial related tracking and updates, and coordination with bookkeeper and accountant. 

Cross-Functional Collaboration 

  • Support the CEO in bridging communication between the Product and Finance functions to align operational goals and financial outcomes. 

  • Partner with function leads to track progress on key initiatives and provide updates to the CEO. 

  • Coordinate interdepartmental meetings and ensure follow-up on action items. 

  • Act as a liaison between the CEO and internal teams, including Product, Finance, Operations, Human Capital, and Marketing, to promote cohesive collaboration. 

Project Management 

  • Track and manage progress on strategic initiatives, ensuring alignment with deadlines and deliverables. 

  • Organize and oversee cross-functional projects that require executive oversight, identifying potential risks and ensuring resolution. 

  • Assist with the preparation of reports, financial summaries, and product updates for executive reviews. 

Event and Travel Coordination 

  • Plan and coordinate logistics for travel, including itineraries, accommodations, and transportation. 

  • Support the CEO in preparing for conferences, events, and speaking engagements. 

Executive Communication 

  • Draft and edit correspondence, reports, and presentations on behalf of the CEO. 

  • Represent the CEO in interactions with clients, partners, and team members as needed. 

Confidentiality and Discretion 

  • Handle sensitive information with utmost confidentiality and professionalism. 

  • Act as a trusted advisor and support for the CEO in high-stakes situations. 

QUALIFICATIONS 

  • Proven experience as an Executive Assistant, Personal Assistant, or similar role supporting senior executives. 

  • Exceptional organizational and time-management skills. 

  • Strong written and verbal communication skills. 

  • Proficient in Microsoft Office Suite, Google Workspace, and project management tools (e.g., Asana, Trello). 

  • Experience facilitating communication and alignment between departments, particularly Product and Finance functions. 

  • Ability to adapt to changing priorities and manage multiple tasks simultaneously. 

  • High degree of professionalism, discretion, and integrity. 

  • Strong problem-solving skills and the ability to anticipate the needs of the CEO. 

  • Proficiency in CRM systems, project management tools, and event software. 

  • Financial related tracking and updates. 

PREFERRED EXPERIENCE 

  • Experience working in a small business, consulting, or education-focused organization. 

  • Familiarity with the professional beauty industry is a plus. 

  • Experience managing or supporting cross-functional initiatives involving Product and Finance. 

COMPENSATION

  • This is a Full-Time position with an annual salary of $65,000. 

BENEFITS

  • Technology reimbursement: $60 per month. 

  • 401K Plan 

  • Telemedicine and Virtual Mental Health Benefits (family plan) 

  • Paid Time Off to include:

    • 6 Paid Holidays (New Years Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, Christmas Day) 

    • 10 Paid Vacation Days 

  • Schedule flexibility: to support life/work balance - as needed you may adjust your weekly calendar (ensuring clients, team, and your work are not impacted and you maintain your hours) 

  • Access to Qnity education 

WHY JOIN QNITY?

At Qnity, you will be part of a dynamic, growth-oriented team that is redefining financial success for the beauty and wellness industry.