Executive Assistant II

Playlist

8h•$65,000 - $87,000

About The Position

At Playlist, life's richest moments happen when people step away from screens to move, connect, explore, and play. We're building the definitive platform for intentional living, connecting people with inspiring experiences in fitness, wellness, and beyond. With popular brands like Mindbody and ClassPass, Playlist empowers businesses and individuals, making it effortless for aspirations to become actions. Join us in reshaping technology's role to foster meaningful, real-world connections. The Role You'll Play Proactively manage executive calendars focusing on efficient time utilization and conflict management to gatekeep executive(‘s) time ensuring that they are appropriately represented at all forums. General proofreading, deck building, drafting of written communications and/or speeches as well as discussion topic generation, as needed. Build agenda and assist with presentations, projects and reports for the executive, as needed. Review, prioritize and flag high priority emails, draft responses, track replies, monitor and facilitate follow ups. Attend staff and management meetings, record action items, highlighting the significant issues, distributing meeting recordings and documents. Meeting facilitation including prep, agenda and deck building, time management and Q&A. Procure executives' travel arrangements including flights, hotels, and ground transportation. Create detailed itineraries in consideration of trip priorities and executive preferences, as well as budget and other demands for executives’ time. Proactively complete executives’ expense reporting to ensure accuracy, consideration of budget and compliance with company policies. Support executive in tracking the budgeting process and providing coordination to ensure a successful process. Create and track invoices and purchase orders, and coordinate with Finance on these matters. Plan and coordinate team meetings, internal events, off sites, and manage logistical and budget requirements. Assist recruiting with open roles, which may include booking interviews, liaising between the hiring team and executive, and coordinating onboarding of new hires. Develop excellent relationships with all levels of Executive Assistants, assist with EA team meetings, and provide backup for EAs as needed. All other duties as assigned.

Requirements

High School Diploma or equivalent; Bachelor’s Degree is preferred
Demonstrated ability to handle sensitive and confidential situations with tact and diplomacy, maintaining confidentiality and professionalism
Excellent communication skills, both verbal and written, with the ability to communicate in a clear and understandable manner
Excellent time management skills, ability to prioritize and use time effectively and efficiently
Demonstrated ability to independently interact with colleagues and customers in a tactful manner and recognizes the importance of building professional and positive working relationships
Demonstrated ability to research, analyze and interpret complex data
Proven ability to prioritize and work independently while collaborating and partnering with a cross-functional group
Strong analytical skills and judgment to proactively identify and solve problems
Ability to pivot and respond to rapidly shifting priorities

Responsibilities

Proactively manage executive calendars focusing on efficient time utilization and conflict management to gatekeep executive(‘s) time ensuring that they are appropriately represented at all forums.
General proofreading, deck building, drafting of written communications and/or speeches as well as discussion topic generation, as needed.
Build agenda and assist with presentations, projects and reports for the executive, as needed.
Review, prioritize and flag high priority emails, draft responses, track replies, monitor and facilitate follow ups.
Attend staff and management meetings, record action items, highlighting the significant issues, distributing meeting recordings and documents.
Meeting facilitation including prep, agenda and deck building, time management and Q&A.
Procure executives' travel arrangements including flights, hotels, and ground transportation.
Create detailed itineraries in consideration of trip priorities and executive preferences, as well as budget and other demands for executives’ time.
Proactively complete executives’ expense reporting to ensure accuracy, consideration of budget and compliance with company policies.
Support executive in tracking the budgeting process and providing coordination to ensure a successful process.
Create and track invoices and purchase orders, and coordinate with Finance on these matters.
Plan and coordinate team meetings, internal events, off sites, and manage logistical and budget requirements.
Assist recruiting with open roles, which may include booking interviews, liaising between the hiring team and executive, and coordinating onboarding of new hires.
Develop excellent relationships with all levels of Executive Assistants, assist with EA team meetings, and provide backup for EAs as needed.
All other duties as assigned.