Executive Assistant - People Operations - (Remote - US)

October 29, 2024

About Mediavine

Mediavine is a fast-growing advertising management company representing over 10,000 websites in the food, lifestyle, DIY, and entertainment space. Founded by content creators, for content creators, Mediavine is a Top 20 Comscore property, exclusively reaching over 125 million monthly unique visitors. With best-in-class technology and a commitment to traffic quality and brand safety, we ensure optimal performance for our creators.

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Mission & Culture

We are striving to build an inclusive and diverse team of highly talented individuals that reflect the industries we serve and the world we live in. The unique experiences and perspectives of our team members is encouraged and valued. If you are talented, driven, enjoy the pace of a start-up like environment, let’s talk!

Position Title & Overview

The Executive Assistant provides high level executive support in a one-on-one working manner. Serving as the primary liaison for internal and external contacts on all matters, the Executive Assistant organizes and coordinates scheduling, outreach, and administering special projects. You must be organized, focused and enjoy working within a fast paced, dynamic environment that is results-driven and people oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations and maintain an effective balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

To be successful in this role, you are a proactive problem solver, skillful in the execution of administrative activities, an exceptional communicator with meticulous attention to detail, organization and process. The ideal candidate is focused, capable of managing dynamic priorities and has a pulse on what matters most day to day. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to our CPCO.

Essential Responsibilities

Be a trusted partner to the CPCO, organizing current needs, anticipating potential conflicts, and handling sensitive business information as needed
Efficiently manage a high volume calendar, handle scheduling requests, communicate changes to the team, and proactively address scheduling conflicts as they arise
Ensure the executive’s time is aligned with their priorities through demonstrated understanding of the business, key stakeholders and necessary collaboration
Attend meetings with or on behalf of the CPCO, prepare detailed agendas, capture meeting notes, track and communicate action items, and ensure timely follow-up to support efficient and productive meetings
Manage the POPs team's workspace in Notion to ensure priorities are aligned with organizational goals and that deadlines are successfully met
Assist in the preparation of and/or response to communication needs in Slack, Notion or other platforms
Provide administrative support in drafting and reviewing/editing documents, presentation materials, and online resources
Proactively coordinate onsite and offsite meetings, including all aspects of the meeting as needed (travel, technology, food, vendors, etc.)
Provide support for in person and virtual Mediavine sponsored events attended by the CPCO or otherwise as needed
Manage all travel scheduling and arrangements, ensuring the CPCO is aware and updated on itinerary changes during travel, and prepared upon arrival
Ensure consistent and efficient interaction with other colleagues across the company; demonstrating poise and tact under pressure handling matters with sound judgment and respect
Provide specialized project support and additional tasks as needed
Required travel on an as needed basis, for our annual All Hands Retreat, Team Retreats/Meetings and/or industry events/conferences (approx. 20%)
Availability to maintain a flexible schedule to accommodate varying working hours, based on business demands.

Location:

Applicants must be based in the United States

You Have:

Bachelor’s Degree in Business or related field, preferred
7+ years experience providing high-level administrative support to executives
3+ years of experience providing executive support in a remote capacity
Current experience supporting an executive in HR/People Operations, preferred
Strong proficiency with Google Suite and Slack, required
Experience using Mac computers and Apple software, required
Experience with productivity tools such as Notion, preferred
Experience with the setting up and management of virtual meetings and tools e.g., Google Meet, Hangouts, Zoom etc
Extensive schedule and travel management experience
Experience providing concierge level support (remote or in person as needed) for executive travel and events
Strong teamwork skills; and a confident ability to offer suggestions and improvements to process, working collaboratively with others as needed
Strong relationship management skills, ability to build a personal network throughout the company and with key external contacts
Outstanding organizational and time management skills
Excellent verbal and written communications skills
Experience working with discretion and confidentiality as appropriate
Keen attention to detail and accuracy
Availability to travel to on-site locations for team retreats, leadership meetings and the annual all hands events approximately 20% of the time

Benefits

100% remote
Comprehensive benefits including Health, Dental, Vision and 401k match
Generous paid time off
Wellness and Home Office Perks
Up to 12 weeks of paid Parental Leave
Inclusive Family Forming Benefits
Professional development opportunities
Travel opportunities for teams, our annual All Hands retreat as well as industry events.

Mediavine provides equal employment opportunities to applicants and employees. All aspects of employment will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.

We strongly encourage minorities and individuals from underrepresented groups in technology to apply for this position.

At Mediavine, base salary is one part of our competitive total compensation and benefits package and is determined using a salary range. Individual compensation varies based on job-related factors, including business needs, experience, level of responsibility and qualifications. The base salary range for this role at the time of posting is $85,000 - $95,000 USD/yr.