Executive Assistant
Oobli
Executive Assistant
Davis, CA | Full-Time
Salary Range: $70,000-$100,000
Role Description
The Executive Assistant (“EA”) role is an opportunity to get in on the ground floor of an exciting, food technology company that’s growing quickly, is ready to scale & represents an important social mission. A great EA can be the secret weapon for a growth company's success: acting as gatekeepers and problem solvers, they keep the company organized, boost morale, and increase productivity. As EA, you’ll help give the CEO & leadership team added capacity through your office organizational thinking, initiative & support. Everyone in the Company is doing new things this year vs. last; it’s likely this role will evolve as you do! This position reports to the People Partner.
Role & Responsibilities
- Act as the scheduling point of contact between the executives & internal/external team & clients, including maintaining executive calendars, arranging meetings & providing reminders. Ultimately, this role is about helping the CEO & executive team maximize their time by prioritizing inquiries & requests while troubleshooting conflicts & making judgements & recommendations to ensure smooth day-to-day engagements.
- Anticipate CEO’s needs in advance of meetings, conferences, etc. Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and team, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
- Collect & help drive a list of daily “to do’s,” such as things to sign, documents to review, important emails, invitations, deadlines, reminders, etc. to make sure deadlines are not missed.
- Coordinate events in the office including team meetings, monthly community happy hours, recruiting meet and greets, & other ways that help drive engagement & team culture in our Company.
- Provide hospitality to all guests; initiate ways to help create a welcoming environment.
- Assist the CEO with communications to investors & to be prepared for board meetings, including administration of the data room.
- Oversee Company file management structure & systems; create shared file hierarchy & set up permissions with easy-to-transfer oversight.
- Make travel arrangements & support for traveling team members, including expense tracking.
- Monitor office supplies & research advantageous deals or suppliers; seek ways to optimize the office.
- Produce reports, presentations and projects as assigned by the CEO.
Professional Experience & Qualifications
- Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other support position; Bachelor’s degree preferred.
- Demonstrated track record of supporting an Executive function in a rapidly growing
- Experienced in scheduling management, including travel planning.
- Experience with office management systems and procedures, including supplies management & general office coordination, is a plus.
- MS Office proficiency; particularly strong skills in PowerPoint & Excel.
- Exemplary planning & time management skills; demonstrates a bias towards collaboration.
- Ability to multitask & prioritize daily workload.
- Excellent verbal and written communications skills; experienced with executive communications.
- High level of interpersonal maturity, poise & professionalism
- Thrive in dynamic, ambiguous environments with evolving responsibilities; growth mindset & adaptable
Personal Characteristics
- Highly organized operator that is a self-starter & motivated by the opportunity to disrupt sugar!
- Excited about a small, scrappy environment.
- Smart, confident & a strategic, creative problem-solver; a strong orientation to “get things done.”
- Comfortable working in time-sensitive & rapidly evolving situations; high tolerance for ambiguity & complexity, while being efficient with limited resources.
- Sense of humbleness with no job being too big or too small to undertake.
- Mature judgment & discretion in keeping sensitive information confidential.
- A good person with a positive attitude!
About Oobli
We make seriously sweet proteins that are changing the world, one bite at a time. Sweetness from protein—not sugar—is the breakthrough you’ve been waiting for. They’re good for your body & good for the planet, but it’s their amazing taste that will keep you coming back. The gut-friendly, diabetic-friendly, all flavor, no compromise win we all deserve.
Oobli is the first & only company in the world regulated to sell sweet proteins as a sweetener, with two FDA “no questions” letters, four proteins with self-affirmed FDA GRAS status & one protein with FDA FEMA GRAS status. In addition to selling its own protein- sweetened chocolates, Oobli partners with companies to help deliver great-tasting, affordable & healthier products.
We’re a team of biologists, engineers, food-lovers, health advocates & environmentalists on a mission to transform the world with healthy sweetness. Come join us in building a sweeter future for all. For more information, visit oobli.com.
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We want the best people, & we don’t want biases holding us back. We strongly encourage people of every color, orientation, age, gender, origin, & ability to apply. We value a diverse workplace; we prioritize an inclusive climate absent of discrimination & harassment.