Remote Executive Administrative Coordinator

The mission of the Executive Administrative Coordinator is to provide high-level administrative support to the CEO, COO, and the senior leadership team to advance company initiatives and goals by filtering their day-to-day functions and create new efficiency.

A day in the life of…

Provide Scheduling Support & Coordination – Helps the senior leadership team in scheduling and organizing team meetings by maintaining a deep understanding of each schedule to make things fit as necessary.

Provide Clerical & Administrative Support – Drafts letters, memos, reports, reimbursements, and other documents for the CEO and leadership staff.

Maintain High Comfort Level in Tech Stack – In collaboration with the POPs Tech Assistant, stays up to date on the company tech stack (Google Suite, LeadSimple, Slack, AI-driven note-taking tool, etc.) and drives for efficiency with the Leadership Team.

Arrange Travel and Accomodations – Organizes, books, and manages travel needs for the CEO and leadership staff.

Schedule & Attend Meetings on Behalf of CEO & COO – Taking notes and recording minutes as necessary. Files all notes appropriately and shares summaries with necessary parties and provides support in creating presentations or materials for meetings.

Assist Daily Logistics for CEO – Reviews and prioritizes the schedule and daily tasks for leadership in order to offer focused time to the CEO:

Organize and reply to correspondence via email, slack, or phone

Keep the CEO advised of time-sensitive and priority issues, ensuring follow-up

Determine priority of matters needing CEO attention and redirect matters to other staff if appropriate.

Maintain paper and electronic filing systems in a confidential and sensitive capacity.

Assist in Leadership Responsibilities – Coordinate and assist in project planning, prioritizing, and special projects for the entire leadership team.

Serve as Primary Point of Contact for CEO – Facilitate communications between CEO and other staff including helping to coordinate the work of different groups and providing administrative support.

Assist POPS Department with Administrative Needs – Ensure that administrative tasks are liaised between POPs and Leadership departments where need be.

Expectations for your first 90 days:

Collaborate with each member of the leadership team to determine their current productivity and reduce by 10%.
Maintain a schedule management satisfaction rating of 80% by 90 days, 90% by 120 days
Maintain zero inbox for entire leadership team.
Fully and independently manage all EOS documentation and be able to deliver impactful efficiency.
Craft and implement clear expectations from CEO, COO and leadership team.
Participate in each department’s L10 (team meeting)

Perks:

8 Company Holidays + week off between Christmas & New Years
6 weeks Paid Time Off (5 weeks Vacation, 1 week Sick)
1 Volunteer day with the organization of your choice
Monthly Healthcare Allowance
Yearly Vacation Allowance
Fun and outcome driven work environment with a smart, hard working team
Location independence
Mission driven company and values-based culture

🚀 Want to join a team of A players in an exciting, high-growth, entrepreneurial environment?

We’re a small team solving big problems in the property management industry. Bootstrapped since 2013, we’re passionate about helping small businesses simplify growth and streamline operations, providing the leading CRM in our space.

The long version of our story: Back when web 2.0 was a thing (get off my lawn!) LeadSimple’s founders started a lead generation business connecting landlords with property management companies. Witnessing the challenges lead buyers had closing deals led into a natural segue to build out an industry-specific CRM which became the de-facto industry standard. Fast forward to 2020 when we released a process/workflow suite to move from the sales side of our clients business into the heart of day-to-day operations. The market was hungry and responded aggressively to the new direction, which led us to double down with growth and additional product expansion.

Please only apply if you:

Embrace learning new technology
Learn fast
Communicate crisply
Manage your time and task lists impeccably
Proactively seek solutions
Own your outcomes
Embody emotional maturity
Bring an optimistic “can do” attitude
Supply your own internet and smartphone
5+ years of experience as an executive assistant to senior leadership team
Have fully remote executive assistance experience

Our Interview Process

Fill out the application
Answer questions via video questionaire to help use get to know you (15 minutes)
Culture Conversation with a member from our People Operations team (30 minutes)
Offline work sample test (up to 60 minutes)
Interview with Hiring Manager – VP of People Operations (60 – 90 minutes)
Interview with COO and CEO (60-90 minutes)
Panel interview with leadership team (up to 60 minutes)
Offer call (15 minutes)
Written offer
Start date commences a 90 day onboarding period