Executive Assistant

About Activate Global

Activate empowers scientists to reinvent our world and address climate change by bringing their research to market. We partner with leading funders and research institutions—including a groundbreaking new partnership with the National Science Foundation—to offer the Activate Fellowship, providing the funding, technical support, networking, community, and time that scientists need at the outset of their entrepreneurial journey. 

The results are game changing: Activate Fellows have launched 147 new companies since 2015. These companies have raised nearly $1.9B in follow-on funding, created more than 1,800 U.S.-based high-tech jobs, reached scientific breakthroughs, and defined new market categories. Activate supports fellows in Berkeley, CA; Cambridge, MA; New York, NY; Houston, TX; and across the U.S. through Activate Anywhere.

Activate exists to create a better future, for all. In service of this purpose, we are building a foundation of equity and inclusivity across our business, including our operations, our fellowship, our partnerships, and our brand.

Summary

Activate is seeking an experienced Executive Assistant to join our team and support the executive team, reporting to the Chief Operating Officer and partnering closely with the Executive Business Partner in administrative support to the CEO. The ideal candidate will have five to eight years of experience in an administrative role.

This role is perfect for a puzzle fanatic. We operate similarly to a startup and no day is the same for any team member, especially the EA. An EA who is a self-starter, has exceptional organizational and communication skills, and embraces ambiguity while appreciating the serenity that data entry and clean up can provide will thrive in this role. There will be multiple projects launching and changing at the same time that will require juggling priorities and chasing down information and still meeting the daily needs of multiple administrative platforms (expenses, contact management, etc). This role will be much more than just inbox management and calendaring, so there is room for growth, experimentation, and learning. 

We anticipate the EA working out of our Berkeley office at least twice a month, occasionally more depending on events and projects, to help with minimal office needs. Not expected to exceed more than five consecutive days in the office in a month unless personally desired.

Responsibilities

Executive Support:

• Provide Activate’s Executive Team with project and administrative support to optimize use of their time. Establish timelines and task management for projects, manage meeting follow-ups, manage executive calendars, and support prioritization and responsiveness to ensure executives don’t drop any balls. 
• Support ad-hoc projects requests and initiatives owned by executives, conducting online research, synthesizing information, and proposing solutions as needed. Ensure smooth progress toward deadlines and catch issues that may arise before they affect the project. This requires forward thinking, problem solving, and creative critical thinking.

Admin Support: 

• Own scheduling and calendar management for executives including prioritizing meetings based on immediacy, strategizing how executives spend their time, and constantly checking for double bookings and last minute needs.
• Keep multiple platforms up to date for the executive team including expenses, contact management, timesheets, and task tracking and management.
• Manage travel arrangements for multiple executives.

Team Coordination:

• Be a strong member of the culture team by organizing offsite meetings and team-building events, in partnership with the Executive Business Partner.
• Craft agendas and prepare materials for cross-functional meetings. Including creation of decks, tracking completion of tasks for meetings by other team members, and establishing and supporting deadlines in service of the meetings and agendas.
• Provide support in both pre and post-meeting logistics, ensuring smooth coordination of the meeting, proper note taking for future reference, and driving task follow-up.

Qualifications

• A minimum of five years as an Executive Assistant, ideally supporting two or more executives
• Experience operating with and supporting teams in multiple time-zones
• Exceptional attention to detail, organizational skills and a knack for multitasking
• Highly proactive in nature
• Strong interpersonal and communication skills
• Intermediate to Expert proficiency with Google Suite
• Self-driven with demonstrated history of initiative
• High degree of discretion and confidentiality

This is a full-time position starting at $90,000/year. We offer a comprehensive benefits package that includes professional development, $2,000 in annual wellness funds, unlimited paid time off, 90% paid healthcare premiums for employees and dependents, and the opportunity to join a retirement plan with a 3% match after one year of employment.

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