Executive Assistant

Playa Society - Cambridge, MA

Full-time - Entry Level

Cambridge, MA

Sporting Goods, Hobby, Musical Instrument, Book, and Miscellaneous Retailers

About the position

As an Executive Assistant at Playa Society, you will play a crucial role in supporting the Leadership Team, particularly the CEO, in managing their daily operations and ensuring that their time is aligned with the company's priorities. This position requires a proactive individual who is not only organized but also possesses a deep understanding of the business and its key stakeholders. You will be responsible for managing the daily calendars and travel needs of the Leadership Team, handling all incoming and outgoing meeting requests, and ensuring that all logistics for team meetings are meticulously arranged. This includes owning the agenda, capturing meeting notes, and ensuring timely follow-up on action items. In addition to calendar management, you will process expense reports, open purchase orders, coordinate payments, and manage relationships with external vendors. Your role will also involve assisting in event management and travel preparation for brand activations, ensuring that all details are handled with precision. You will be expected to manage sensitive information with the utmost discretion and confidentiality, reflecting the high level of professionalism required in this role. Your responsibilities will extend to managing calendars for collaboration and partnership timelines, overseeing logistics, production, and inventory for limited edition releases, and promotional events. The ideal candidate will thrive in a fast-paced, start-up environment and will be driven by a remarkable sense of urgency and action-oriented mindset, regardless of the size of the task at hand.

Responsibilities

• Manage the daily calendars and travel needs of the Playa Society Leadership Team, handling all incoming/outgoing meeting requests for the CEO.
• Support the Playa Society Leadership Team in preparation of all team meetings, including ownership of the agenda, arranging and managing logistics, capturing meeting notes, and ensuring timely follow-up.
• Process expense reports, open purchase orders, coordinate payments, and manage relationships with external vendors.
• Assist in event management and travel preparation for all brand activations.
• Ensure alignment of the CEO's time with their priorities through a deep understanding of the business and key stakeholders.
• Manage sensitive information with the utmost discretion and confidentiality.
• Manage calendars for collaboration and partnership timelines and deliverables.
• Manage the logistics, production, and inventory for limited edition releases.
• Manage the logistics, production, and inventory for promotional events.

Requirements

• 1-3 years of experience supporting a high-level executive in a fast-paced, start-up environment.
• High level of professionalism, acting as a representative of the CEO in all internal and external interactions.
• Remarkable drive and action-mindedness regardless of the size of the request.
• Ability to effectively prioritize and manage the needs of multiple stakeholders across multiple channels of communication.
• Exceptional written and oral communication skills; capable of interaction with employees at all levels of Playa Society, including executives, as well as customers and external contacts.
• Comfortability with ever-changing technology and proficiency in Microsoft Office Suite and/or Google Apps.
• Flexible and able to handle ad hoc issues that may arise outside of core business hours.