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Executive Assistant

Fit Minded, Inc.


United States


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Benefits & perks

Location: Phoenix AZ or Remote, US-based; Work day scheduled on PST or MST hours 

Position: Full time, W2, one- week paid vacation, one week sick time accrued per year

Salary: Commensurate with experience 60K+  *We do not offer health insurance or retirement

Start Date: August 2024; Applications accepted on a rolling basis

About the role

We are seeking an Executive Assistant who can seamlessly integrate into our team, execute, problem solve, and manage projects, in addition to fulfilling general executive assistant responsibilities. The ideal candidate will have extensive experience in  startup or C-Suite administration, project management, and a willingness to do what needs to be done, even if it seems out of the traditional EA job role. They must also have the ability to manage multiple priorities with precision and professionalism. Candidates must reside in the United States and be willing to work on PST or MST time zone. 

Key responsibilities

Executive Support 

  • Provide comprehensive administrative support to the CEO including but not limited to managing calendars, scheduling meetings, handling correspondence, arranging travel, and personal events

  • Anticipate and prioritize the CEO's needs and ensure seamless day-to-day operations

  • Plan, organize, coordinate, and attend  meetings, including preparing agendas, materials, and follow-up action items

  • Ensure that the CEO is well-prepared for meetings with relevant information and documentation (includes daily reports)

  • Act as a liaison between the executive and internal/external stakeholders

  • Plan and execute company events, meetings, and off-site activities

  • Ensure accuracy and completeness in all documentation related to projects and operations

Operations Management

  • Create and manage workflows and tools for onboarding clients, managing client projects, and internal processes

  • Manage interactions with customers using Dubsado, a customer relationship management (CRM) software 

  • Execute contracts, onboarding, and offboarding for clients and employees

  • Post social media content and track analytics (e.g., Linkedin)

  • Assist the Business Manager with all finances (e.g., invoicing, tracking time, expense reports)

  • Assist in the development and design of PowerPoint presentations, reports and quarterly newsletters 

  • Contribute to the development and execution of strategic plans by providing insights and operational support alongside the COO.

  • Collaborate with Dr. Huberty & COO to align operational strategies with the company's overall objectives

Project Management: 

  • Lead and coordinate cross-functional projects, ensuring they align with company goals and timelines

  • Develop project plans, track progress, and communicate project status/updates to stakeholders

  • Serve as a central point of contact for internal and external communications, ensuring timely and accurate dissemination of information

Desired skills, experience and attributes
  • Bachelor’s Degree +3 years of experience as an EA in a role with focus on project and high level CEO Support in a startup or C-suite role

  • Experience with project management platforms including Asana, Slack and G Suite tools

  • Experience with design tools including Canva

  • Experience with CRM tools (Preferably Dubsado, but any CRM experience is relevant)

  • Experience posting to LinkedIn

  • Ability to edit/modify websites via Wordpress

  • Demonstrated leadership ability and strong interpersonal skills

  • Excellent communication and presentation skills

About us

About Dr. Huberty and Fit Minded: Dr. Huberty is a revered and innovative scientist with over 20 years of experience (former Head of Science at Calm). She is the CEO and founder of her company Fit Minded, in which she serves as Fractional Chief Science officer to several digital health startups. She has a committed, dynamic team of PhD level scientists committed to delivering tailored, science-driven solutions to Fit Minded clients. Dr. Huberty is an expert in understanding and applying the intersection of business and science, building scientific strategy, developing partnerships and collaboration opportunities, creating, and implementing processes for external partnerships, growing science for start-ups, and communicating science to a number of audiences.

Our culture

Employees at Fit Minded are out of the box thinkers. They are innovative and creative. Fit Minded employees take courageous ownership, are honest about their strengths and weaknesses,  are not afraid to take risks, are able to solve problems and are confident about their decisions. Fit Minded employees are also next level in their search for excellence and quality work; elite performers. Fit Minded employees practice work/life balance, are open-minded and have compassion for others. 

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