The Ideal Executive Assistant 

You are a doer. You don’t need anyone to tell you to get things done. You just make it happen. You’re a problem solver.  In fact, you really enjoy the challenge of identifying an issue and working through how to solve it.  You also take action to make it happen or delegate it to the right person and follow up to make sure it was done. You’re an excellent listener and sounding board when needed.  You encourage or challenge ideas, in a good way, to help leadership make the best decisions.  You’re a plate spinner, and rarely ever drop one.  Spinning plates are not overwhelming to you, but instead energize you. You love the variety of not knowing exactly what your day will look like day in and day out. When in need of constructive criticism, you hear it, take it well, and use it to help you grow.  You are empathetic, but professional, and people genuinely like you, or at least admire you.  You aren’t bothered by interruptions or lots of people around who are asking things of you–you actually enjoy it.  While you know no one is perfect, you aim for perfection anyway, especially when it comes to communication. You know how much trouble a missing comma can cause. You also like to have fun, have a great sense of humor, and know that loving your job is just as important as doing your job well. 

Position Overview

This is a full-time role supporting and directly reporting to the Owner/President of For Garden’s Sake. This role requires the ability to work in our office located in south Durham 5 days per week. Typical hours are 8:30am-5pm Monday -Friday. On occasion, there may be a need to be available for hours on an evening or weekend during a special event, etc 

Mission

The mission of the Executive Assistant is to stay several steps ahead tracking all administrative details and clearing a path for the owner to make his greatest contribution to the company on a day to day basis. The Executive Assistant will be a key asset by anticipating needs at a high level and assisting the owner in developing vision and strategy for all aspects of the company and implementation in an effort to help FGS reach its revenue and profitability goals. 

While some repetitive tasks are a part of this position, other tasks will vary from week to week based on the owner’s needs and the needs of the business. Our business is complex with many challenges, but we work together as a team and have a lot of fun along the way. 

Responsibilities

The Executive Assistant responsibilities will include some of the following:

  • Meeting with our leadership team, including preparing agendas, printing reports, taking notes, distributing action items, etc.
  • Taking an active part in our weekly, quarterly, and annual company leadership and planning meetings
  • Communicating on behalf of the owner, both internally and externally
  • Some email and phone management on behalf of the owner
  • Running errands as needed
  • Calendar and schedule management
  • Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, document creation
  • Providing oversight to the HR function of FGS
  • Main point of contact for IT and tech related issues (phone, network, computers, software)

Proficiencies

Quality Communication: Our Executive Assistant must be an excellent communicator, in both written and oral form. This includes proficiency in grammar, spelling, and punctuation.This also includes being able to take large amounts of information and summarize it quickly on a regular basis.You must also be able to track communication across multiple channels without losing any details.These channels could include in-person and virtual meetings, emails, text messages, etc.

Relatable: This role interacts with a wide variety of people both internally and externally. Being able to relate to different people, no matter their role or title, is extremely important. You must be easy to talk to and approachable, whether in person or over the phone. 

High Level of Discretion: You will work with confidential information so discretion and sensitivity regarding employee, financial and other confidential information is a must.  

Team Player: This person must also be a team player and you will work with other members of the leadership team and finance as well.  They will need to be able to collaborate and communicate well with these team members.

Affinity for Technology: Our EA will be technologically savvy and not intimidated by learning new programs and introducing new technology in order to grow the business and make it more efficient. Proficiency in Google Workspace is a must.

Flexibility: Many parts of this role are predictable, but some are not. The business has many facets and things can change in a moment which will  require some patience. It is all a part of what makes this role challenging and exciting.

Requirements:

Education: Bachelor’s Degree, Preferred

Experience: 3-5 year of related experience supporting higher level positions

Physical: Ability to bend, reach, and lift boxes and supplies up to 30 lbs

Job Type: Full time with health benefits, PTO, 401K, etc.

Pay starting at $20/hour plus based on experience.