SmartBug Media is the full service digital agency of choice for organizations looking to create resilient growth across the entire customer lifecycle. From marketing to sales, revenue operations to customer success, and e-commerce to integration, SmartBug combines sound strategies and technology with top talent to de-risk the future and set the course for continued success. As a fully remote team of over 300 professionals, we believe in delivering exceptional work without compromising work/life balance, no matter where you are. Recognized globally, we’ve made the Inc. 5000 list seven times, the Adweek 100 four years running, and won numerous Comparably awards for our culture and leadership. We’re not just HubSpot’s highest-rated partner worldwide but also a two-time HubSpot NA Partner of the Year and proud Elite Partner. Add to that our Master Elite partnership with Klaviyo and our proud partnerships with Shopify and Google.
Job Summary:
SmartBug is seeking an Executive Assistant to provide administrative support to the SmartBug executive leadership team. The individual is accountable for details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced, professional, fully remote environment. Must have strong communication skills and proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, and screen and prioritize communications and opportunities from external and internal sources. The right candidate will proactively anticipate needs to support a variety of administrative functions for executive leaders and the leadership team, including coordination of activities and ensuring timely flow of information to and from the executive office, in a time-sensitive, accurate, and confidential nature using discretion and diplomacy.
The individual must possess a dynamic, high-energy, flexible personality in conjunction with strong initiative, excellent judgment, and critical thinking skills, excellent interpersonal skills, as well as strong verbal and written communication skills are a must. Demonstrated ability to collaborate effectively with a broad range of individuals and groups within the organization and externally is a must.
The individual must have experience with document management and/or shared filing systems and be proficient in working with documents and contract templates and related software tools. This position requires a thorough knowledge of company operations, policies, procedures and the ability to handle information of a highly confidential and critical nature. This role will be great for an individual who is a fast learner, adaptable, proactive, able to solve problems quickly, and enjoys working in a remote environment.
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What Youâll Do: Provide administrative support for multiple executives in a corporate environment, including the C-suite and other executives and members of the leadership team as neededManage multiple projects independently from beginning to endProactively manage calendars, correspondence, travel, expenses, and meeting organizationDraft documents and relevant notifications, communications, and other such matters related to business and legal affairsResponsible for collecting and organizing a high volume of data and information, and maintaining relevant databasesGather and analyze data and prepare reports as requested by c-suite / leadership teamAttend meetings, assist with agendas, and follow up on action items with relevant team members and stakeholdersAssist in planning team-building events, networking opportunities, holiday celebrations, and company-wide eventsManage requests and special projects as needed and perform all other duties as assignedOther tasks and duties as assigned and as related to the operation of the business and support of the executive leadership team
What You’ll Need – Requirements:Minimum three yearsâ Executive Assistant or Legal Assistant experience required Excels in exercising sound judgment and professional behavior and demonstrated interpersonal skills with internal and external senior-level leadersProficient verbal and written communication skills including discernment, spelling, punctuation, and grammarMust be a self-starter and have the ability to spearhead projectsExtremely organized, proficient time management ability to manage conflicting priorities without loss of composureStrong business acumen and reasoning abilityUtilizes time efficiently and meets challenges with resourcefulnessWorks and interacts with understanding, alignment, and commitment and follows through on commitments and agreementsContributes to building a positive team spirit, displays courtesy and sensitivity toward the needs of othersContinuously strives to build knowledge and skills required to support the needs of the businessSuperior computer skills. Adept at Google Workspace, MS Word, Excel & PowerPointProficiency with Adobe Acrobat, electronic signature softwareComfortable with technology and learning new tools
Personal Qualifications:A positive person who is accustomed to a fast-paced environmentA highly organized, detail-oriented, and reliable professional who can work independentlyA team player who truly views no task as too large or too small, but instead views every assignment as an opportunity to learn and growA multi-tasker, who exhibits a high degree of initiative, integrity, and the ability to craft creative, pragmatic, and effective solutionsA self-disciplined and self-motivated professional with solid work habits, a commitment to promptness, and a strong sense of pride in accomplishing a wide range of tasks and goalsA talented and caring colleague who displays good judgment, inspires confidence, and handles sensitive matters with absolute discretionAn excellent sense of humor and a strong desire to help others within the organization
What We Offer – Perks! Annual Salary between $65,000 – $75,000 DOEHealth insurance with company contributionPaid maternity and paternity leavePaid vacationPaid time offUnlimited sick time 4-week paid sabbatical every 5 years of employmentMonthly remote work allowance401(k) with employer matchingFlexible spending planCompany-funded short-term disability and life insuranceLong-term disabilityAnnual leadership conference, SmartBug PaloozaTraining budgetThe flexibility of working remotely
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