Executive Assistant

Reporting to the Chief Executive Officer, the Executive Assistant will be responsible for playing a pivotal role in the heart of our organization, ensuring the office of the CEO operates seamlessly and efficiently while supporting the vision and priorities of the business. The EA will be instrumental in supporting day-to-day operations as well as contributing actively to the complex dynamics of our business, combining the ability to think strategically and execute tactically. Additionally, this role will be responsible for:

• Staying one step ahead of the CEO's needs and providing exceptional administrative support
• Serve as the primary contact for the CEO's calendar and communications, interacting with the organization, Board Members, external stakeholders, and customers as needed
• Take a strategic approach to proactively managing the CEO's daily operations, including complex calendar management, travel, expenses, and emails, aligning the CEO's time commitments with company objectives and defined priorities
• Oversee inbox management to ensure timely responses and prioritization of critical communications
• Handling logistics for meetings, ensuring seamless remote event setups, greeting guests, and assisting with occasional event management
• Track and organize communications, presentations, and other documentation for efficient collaboration with the Executive Leadership Team and other stakeholders
• Thoughtfully execute both in-person and remote gatherings, such as customer visits, Board Meetings, and team offsites, owning the logistics and serving as host
• Maintain a realistic balance among multiple priorities, demonstrating the ability to adapt and prioritize in a dynamic environment
• Develop strong relationships with internal and external stakeholders to enhance collaboration and streamline communication

EXPERIENCE AND SUCCESS ATTRIBUTES

The successful person in this role will have a strong demonstrated track record of supporting C-Suite Executives embodying a creative and agile mindset and thriving in the rapidly evolving environment of a company at scale. Additionally the successful candidate will:

• Located in the Portland, ME area and work regularly in VETRO's HQ
• Be personable while also demonstrating a high level of discretion/confidentiality, detail orientation, internal customer service, and problem-solving capabilities
• Results oriented with accountability to follow-through and deadlines
• Navigate the intricate landscape of a tech-driven startup, going above and beyond to contribute to the success of the office of the CEO and the Executive Leadership Team
• Proven experience managing complex calendars and travel logistics using Google Suite applications; demonstrate vetting, prioritization, and recommendation skills
• Strong organizational skills, with the ability to seamlessly prioritize multiple tasks
• Excellent interpersonal skills, fostering relationships with internal and external stakeholders, including staff and external partners
• Proven-effective written and verbal communication skills, capable of simplifying complex topics in an approachable manner
• Previous experience in a tech company or startup environment is preferred
• Bachelor's Degree or equivalent experience
• Intermediate to expert knowledge of Google Suite with the ability to prepare and communicate reports and presentations

All successful VETRO employees embody:

• Strong communication, high attention to detail, and a collaborative approach to work
• Flexible and adaptable with a willingness to create positive change
• Think critically and have a bias for action and problem solving
• Be an inquisitive lifelong learner with a desire to continuously learn new skills
• Have an ability to make decisions and move forward with limited information - an ability to operate in the gray

If you feel like you can make an impact, even though you don't meet all the above requirements, please apply. VETRO values a variety of backgrounds and professional experiences knowing that the best ideas and solutions come from multi-dimensional teams.