Jobs at Alumni Ventures Portfolio Companies

Welcome to the Alumni Ventures job board. If a job strongly matches your profile, fill out this short form and we will try to make a referral.


Executive Assistant to the CEO



Administration, (Executive Support)
Philadelphia, PA, USA
Posted on Wednesday, June 22, 2022
<p><strong>How You Will Help:</strong></p> <p>This position is a mission-critical role responsible for connecting dots and closing loops in order to keep everything moving in the right direction. The Executive Assistant to the CEO at NeuroFlow plays a mission-critical role in supporting and leveraging him to maximum efficiency, we like to say this role multiplies him by 5. You are organized, flexible, and willing to go the extra mile to meet the challenges of supporting a leader. You have the ability to maintain composure under pressure and juggle multiple and competing priorities. You enjoy a fast-paced, and exciting environment and can tackle ambiguity with creative solutions to bring thoughtful results to any scenario. You are always one step ahead of our CEO making sure he is prepared for each meeting he has weeks in advance. </p> <p><strong>Executive Assistant Responsibilities:</strong></p> <ul> <li>Manage CEO’s complex calendar proactively with the ability to schedule and prioritize meetings and resolve conflicts while ensuring that the CEO is on-time and on-task.</li> <li>Coordinate appointments, events and meetings including documents, notes, materials, presentations, etc.</li> <li>Responsible for full meeting set-up including food and beverage, location, attendees, etc.</li> <li>Write and distribute communications (could include emails, presentations, speeches, etc) on behalf of the CEO with minimal supervision.</li> <li>Provide other assistance as needed on project work and presentation preparation.</li> <li>Display extreme professionalism in dealing with senior executives inside and outside the company.</li> <li>Conduct errands such as arrange/pick up food orders, mail items from USPS, order and mail client gifts and cards, Etc.</li> <li>Provide support with personal requests as needed. </li> <li>Ability to handle all of the above tasks in a timely fashion with little to no supervision or guidance.</li> </ul> <p><strong>Office Administrative Responsibilities:</strong></p> <ul> <li>Manage the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed.</li> <li>Plan space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance.</li> <li>Act as a supporting liaison between the building management and NeuroFlow.</li> <li>Execute regular quality checks of the office space and equipment, ensuring cleanliness and organization.</li> <li>Commissioning and decommissioning computers for employees.</li> <li>Act as the main liaison between Electric (our outsourced IT solution).</li> <li>Greet visitors in a professional and personable manner.</li> <li>Develop a detailed and evolving playbook for all office management processes.</li> </ul> <p><strong>About You:</strong></p> <ul> <li>You have superior attention to detail.</li> <li>You can juggle multiple critical requests, effectively prioritizing along the way. </li> <li>You have a high level of integrity and discretion in handling confidential information.</li> <li>You can complete complex tasks and projects quickly with little to no guidance.</li> <li>You react with appropriate urgency to situations that require a quick turnaround.</li> <li>Ability to take effective action without having to know the complete picture.</li> <li>You have supported a CEO before and have at least 4-6 years of Executive Assistant Experience.</li> <li>You pride yourself on your ability to critically think and approach ambiguous situations with a yes mentality.</li> <li>Familiarity with or ability to immediately learn our tech stack (Gmail, Slack, Zoom).</li> <li>Experience with healthcare or startups is a plus!</li> </ul> <p><strong>Schedule</strong>:</p> <ul> <li>You like in office work, and will be in the office 4+ days a week, but have virtual EA experience. We are located in Center City Philadelphia.</li> <li>Must be able to take evening and weekend calls and be on call after typical work hours. </li> </ul>
Neuroflow is an equal opportunity employer.
See more open positions at Neuroflow