Executive Assistant

Meet the Team: 

Reporting directly to Torc’s Chief of Staff to the CEO, the Executive Assistant provides executive and administrative support to the CEO, the CFO, and the CoS for executive team and Board of Directors activities and assists in management of administrative office operations. Serves as a key point of contact for internal and external communications and matters pertaining to the executive office. Provides comprehensive administrative support and research for executives’ schedules, documents, correspondence, travel, meetings, financial reconciliations outreach opportunities, mail, and maintains a professional executive office image. Manages complex administrative work requiring the use of independent judgment and initiative.

What you'll do: 

• Proactively manages complex calendars and maintains appointment schedule by planning, scheduling, and arranging meetings, speaking engagements and travel (may include domestic and international); makes proactive adjustments to schedule to avoid conflicts ensures executives have needed travel arrangements, accommodations, itineraries, contact lists, administrative items, etc., for travel, business meetings, and electronic forums, etc. Anticipates executives’ needs in advance of travel, meetings, events, etc.   
• Arranges and handles all logistics for executive meetings, retreats, events, and receiving internal & external corporate visitors in collaboration with the Chief of Staff (CoS), Administration teammates, and Marketing & Communications team. May be present as needed at these meetings
• Serves in a “gateway” role where needed, providing smooth communications between CEO, CFO, other executive team members, and all employees or external contacts
• Works closely with the CEO, CFO, and CoS to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• May attend executive meetings to distribute materials, record meeting notes or formal minutes, and serve as support for office environment including tables/chairs, food/drink, lighting, and technology tools such as AV equipment, etc.
• Assists in maintaining executive budgets by organizing receipts, completing expense and mileage reports, preparing and reconciling financial statements and expense reports as needed; prepares, evaluates, proofreads, and edits executive level emails, meeting agendas, documents, proposals, complex reports, and presentations with and/or on behalf of the CEO, CFO, or other executive team members.
• Conserves executives’ time by determining the priority of matters and redirecting lower priority matters to the CoS or other staff to handle, or handle matters personally, as appropriate. One example would be reading, researching, summarizing, and routing correspondence under the direction of the CoS
• Prioritizes conflicting needs and handles matters expeditiously; organizes and coordinates executive outreach and external relations efforts at the request of the CoS
• Provides support to assigned executives and the CoS for corporate planning initiatives, executive team retreats, Board of Directors meetings, and special projects
• Evaluates and assists in developing office policies and procedures for improved workflow; demonstrates leadership to maintain credibility, trust, and dependability
• Maintains highly confidential electronic and paper databases and filing systems; Uses discretion, tact, and diplomacy in interfacing with all levels of individuals, internally and externally
• Receives, sorts, and distributes mail, packages, email, and faxes for assigned executive team members.
• Ensures facilities, offices, and meeting spaces for executive activities comply with environmental, security, cleanliness and sanitation standards, and are stocked with appropriate office supplies, fully operational appliances, food, drink, condiments, etc. Communicates any needs to Administration teammates, facilities, or other appropriate personnel for maintenance when needed. 
• Serves as an ambassador and role model for executive-level initiatives and messaging, including the company’s purpose, vision, values, and culture.
• May participate in the recruitment, interviewing, training, and/or mentorship of other administrative staff; other additional and/or alternative duties as assigned from time to time, including supporting other departments or executives as needed

What you’ll need to Succeed: 

• Bachelor’s Degree in Business Administration or related discipline and 2+ years of experience as an Executive Assistant to a CEO or C-suite member, OR 5+ years of experience as an Executive Assistant reporting directly to senior management
• Experience booking travel, including international travel, and managing multiple executives’ calendars
• Advanced Microsoft Office skills, with the ability to become familiar with other programs and software as needed. Ability to design and edit graphic presentations, reports, and materials
• Position requires transportation to locations outside the main Torc facility. Valid US Driver’s license with a safe driving record required
• License with a safe driving record required; may travel occasionally to other states and an opportunity for international travel; ability to obtain a passport and appropriate documents are required

Bonus Points! 

• Demonstrated history of working and coordinating with senior leadership; experience working with global teams is a plus

Perks of Being a Full-time Torc’r

Torc cares about our team members and we strive to provide benefits and resources to support their health, work/life balance, and future. Our culture is collaborative, energetic, and team focused. Torc offers:  

• A competitive compensation package that includes a bonus component and stock options
• 100% paid medical, dental, and vision premiums for full-time employees  
• 401K plan with a 6% employer match
• Flexibility in schedule and generous paid vacation (available immediately after start date)
• Company-wide holiday office closures
• AD+D and Life Insurance