Part Time Office Coordinator & Executive Assistant

About the role

AnswersNow is looking to hire a highly motivated and accomplished part-time Office Coordinator & Executive Assistant. This position will be responsible for a broad set of responsibilities and will partner with stakeholders across the organization as well as support the CEO agenda and facilitate the CEO's ability to effectively lead the organization. The role requires in-person work at least two days per week in our Richmond, VA office.

This will include the full suite of executive administrative support, projects, short and long term planning aligned with the CEO priorities. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This person will have a high bar for excellence, critical thinking and problem solving skills and strong judgment. They must be very comfortable with ambiguity and constant context shifting, able to operate independently with a high level of integrity and maturity. The individual must be highly organized and detail-oriented with the ability to do accurate, high quality work in a timely manner in a fast-paced, high-volume environment.

What you’ll do

• Serve as the primary point of contact for all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Manage high-volume mail processing, including collecting, opening, and reviewing incoming mail, scanning and distributing to appropriate team members, depositing checks, and coordinating with external mail processing vendors for important items.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with employees and outside parties; composing and preparing correspondence; and maintaining contact lists.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Assist with coordination of all Executive Leadership Team and Board meetings, Company Updates and other enterprise meetings.
• Support with financial administration, including: processing CEO expense reports; and assisting with accounts payable and accounts receivable processes.
• Plan, coordinate and manage domestic and international travel.

About you

• Detail oriented and able to execute and produce quality, accurate work and results at all times.
• Self-motivated and able to work with little or no supervision; able to proactively anticipate needs and plan with a forward thinking approach.
• Can juggle multiple and competing priorities effectively, good at prioritizing with ability to respond with appropriate level of urgency.
• Learner mindset, open to feedback and coaching, self-aware and wants to continuously improve and do the job right.
• Strong written and verbal communication skills, with the ability to communicate effectively with diverse groups of people & leaders at all levels internally and externally from junior staff to Board members and VIPs. Have the ability to screen and direct communications.
• Positive person, projecting a “can do’ attitude and an attitude of “team” and cooperation all the time.
• Committed to staying current with the latest technological advancements.

Requirements

• Part-time role requiring in-person attendance in our Richmond, VA office at least two days per week.
• Minimum of 4+ years’ related experience supporting C-Suite executives, ideally in organizations that have scaled from early stage to mid-size or large, and/or with experience in smaller, entrepreneurial companies
• Proficiency in productivity software like Google Suite and Microsoft Office, familiarity with product management software like Notion or similar, with the ability to learn and adapt quickly.

Additional Details

• This position requires someone to be in our Richmond VA office at least two days per week
• Expected number of hours per week is 20 on average
• Compensation: $24/hr