Executive Assistant
Office Manager and Executive Assistant
Office Manager and Executive Assistant plays an important part in the day-to-day operations of DeepNet’s Santa Rosa office. As Office Assistant, they play a critical role in the back-office functioning of DeepNet, performing general administrative duties and working closely with the Talent and Finance Teams to keep the office running smoothly. As Executive Assistant, they stay multiple steps ahead of their leader, keeping track of all details, with flexibility and foresight while maintaining confidences related to high-level systems and operations. The Office and Executive Assistant reports to the Head of Talent
This is an exciting opportunity for someone with administrative support experience who is looking to grow into an Executive Assistant and Office Manager. It is part-time to start with the potential to expand into full-time.
Office and Executive Assistant Objectives & Responsibilities:
Create and support a positive office environment:
Serve as the face of the office, including giving a white glove experience to our visitors that leaves a positive impression for anyone that comes by.
Run company errands and provide administrative support including shipping and receiving packages, coordinating courier pickups and deliveries, and distributing mail.
Support organizational operations in the Santa Rosa office, working closely with the Leadership, Talent and Finance Teams to discuss office needs, keeping the office and common areas decorated, tidy and stocked, and acting as the liaison between the company and the property manager for maintenance and repairs.
Enable reporting leader to focus on their highest value contributions to the business:
Provide extensive administrative support including:
Managing calendar and email.
Tracking tasks and keeping track of action items from meetings and tracking follow-up for inbox items.
Attending all of leader’s meetings to take notes and pull action items, and coordinate adding any items they have to agendas.
General admin support such as typing, dictation, spreadsheet creation, information gathering, proofreading documents, etc.
Assist with and coordinate building-related projects including project / task management, correspondence / communication and liaising with the property manager
Take anything off leader’s plate (including personal tasks big and small) that will allow them to drive the business forward.
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
All team members are expected to uphold DeepNet’s culture and values of Employees First, Trust, Empathy, Fun, Growth, Integrity and Teamwork and act in alignment with the organization-wide Team Agreements:
Be and hold ourselves accountable to agreed expectations, own up to our mistakes and do what we say we’re going to do.
Hold the values we agreed upon to heart and speak up when we feel they're not being lived up to.
Give feedback that is kind, open, honest and specific.
Look forward and create a positive and supportive working environment.
Be open to each other’s thoughts, feelings and needs, and work to understand where others are coming from.
Communicate with honesty and kindness in as clear and straightforward a manner as possible.
Help and support when we can and always encourage.
Ask for what we need.
Look for and take challenges as opportunities for growth, improvement and learning.
Speak for, act and advise based on the best interest of our team and our clients.
Competencies for Success:
Required Skills / Abilities:
Timely, effective and concise oral and written communication
Critical thinking and problem-solving
Organization, tenacity and meticulous attention to detail
Strong Interpersonal communication
Resourceful and positive can-do attitude
Extraordinary client service orientation
Strong judgement and decision-making skills
Embraces direction and feedback
Proficiency with Microsoft Suite, Zoom, Calendly and Slack
Preferred Skills / Abilities:
Proficiency with tool integrations (Microsoft, Zoom, Calendly, Slack, etc.)
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, you will be regularly required to:
Talk and hear
Use hands or fingers, handle or feel objects, tools, or controls
Use close vision, distance vision, and adjust focus
Lift / carry up to 50 lbs
If you require a reasonable accommodation in the employee selection process, please direct your inquiries to your interviewer.
To apply for this job you MUST include a cover letter with a response to the question:
When applying for this job, include a response to the question, "Something I’ve recently learned about myself is…" And of course share anything else you think will help us get to know you.
EEO:
DeepNet is an equal opportunity employer, and we welcome applications from those who contribute to our diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, mental, or physical disability, age, sexual orientation, gender identity, national origin, familial status, veteran status, or genetic information. DeepNet is committed to providing access, equal opportunity, and reasonable accommodation for all individuals in employment practices, services, programs, and activities.
Office Manager and Executive Assistant plays an important part in the day-to-day operations of DeepNet’s Santa Rosa office. As Office Assistant, they play a critical role in the back-office functioning of DeepNet, performing general administrative duties and working closely with the Talent and Finance Teams to keep the office running smoothly. As Executive Assistant, they stay multiple steps ahead of their leader, keeping track of all details, with flexibility and foresight while maintaining confidences related to high-level systems and operations. The Office and Executive Assistant reports to the Head of Talent
This is an exciting opportunity for someone with administrative support experience who is looking to grow into an Executive Assistant and Office Manager. It is part-time to start with the potential to expand into full-time.
Office and Executive Assistant Objectives & Responsibilities:
Create and support a positive office environment:
Serve as the face of the office, including giving a white glove experience to our visitors that leaves a positive impression for anyone that comes by.
Run company errands and provide administrative support including shipping and receiving packages, coordinating courier pickups and deliveries, and distributing mail.
Support organizational operations in the Santa Rosa office, working closely with the Leadership, Talent and Finance Teams to discuss office needs, keeping the office and common areas decorated, tidy and stocked, and acting as the liaison between the company and the property manager for maintenance and repairs.
Enable reporting leader to focus on their highest value contributions to the business:
Provide extensive administrative support including:
Managing calendar and email.
Tracking tasks and keeping track of action items from meetings and tracking follow-up for inbox items.
Attending all of leader’s meetings to take notes and pull action items, and coordinate adding any items they have to agendas.
General admin support such as typing, dictation, spreadsheet creation, information gathering, proofreading documents, etc.
Assist with and coordinate building-related projects including project / task management, correspondence / communication and liaising with the property manager
Take anything off leader’s plate (including personal tasks big and small) that will allow them to drive the business forward.
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
All team members are expected to uphold DeepNet’s culture and values of Employees First, Trust, Empathy, Fun, Growth, Integrity and Teamwork and act in alignment with the organization-wide Team Agreements:
Be and hold ourselves accountable to agreed expectations, own up to our mistakes and do what we say we’re going to do.
Hold the values we agreed upon to heart and speak up when we feel they're not being lived up to.
Give feedback that is kind, open, honest and specific.
Look forward and create a positive and supportive working environment.
Be open to each other’s thoughts, feelings and needs, and work to understand where others are coming from.
Communicate with honesty and kindness in as clear and straightforward a manner as possible.
Help and support when we can and always encourage.
Ask for what we need.
Look for and take challenges as opportunities for growth, improvement and learning.
Speak for, act and advise based on the best interest of our team and our clients.
Competencies for Success:
Required Skills / Abilities:
Timely, effective and concise oral and written communication
Critical thinking and problem-solving
Organization, tenacity and meticulous attention to detail
Strong Interpersonal communication
Resourceful and positive can-do attitude
Extraordinary client service orientation
Strong judgement and decision-making skills
Embraces direction and feedback
Proficiency with Microsoft Suite, Zoom, Calendly and Slack
Preferred Skills / Abilities:
Proficiency with tool integrations (Microsoft, Zoom, Calendly, Slack, etc.)
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, you will be regularly required to:
Talk and hear
Use hands or fingers, handle or feel objects, tools, or controls
Use close vision, distance vision, and adjust focus
Lift / carry up to 50 lbs
If you require a reasonable accommodation in the employee selection process, please direct your inquiries to your interviewer.
To apply for this job you MUST include a cover letter with a response to the question:
When applying for this job, include a response to the question, "Something I’ve recently learned about myself is…" And of course share anything else you think will help us get to know you.
EEO:
DeepNet is an equal opportunity employer, and we welcome applications from those who contribute to our diversity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, mental, or physical disability, age, sexual orientation, gender identity, national origin, familial status, veteran status, or genetic information. DeepNet is committed to providing access, equal opportunity, and reasonable accommodation for all individuals in employment practices, services, programs, and activities.
