Scout Lab

Executive Assistant

Portland, OR (Remote)

We’re hiring an Executive Assistant! Who we are: Scout Lab is a creative agency based in New York City dedicated to building brands that advance humanity forward. We bring ideas to life through strategy, design and comms for companies committed to creating culture. Scout Lab is dedicated to creating brands for the digitally native consumer and we embed impact thinking into everything we do. Role Responsibilities: Are you great at anticipating the needs of others? Always ready to jump in and help solve problems? Do you color code your books? Keep reading, this role is for you. We are seeking an executive assistant that can also act as a project manager as needed to the CCO and Brand team. This person will perform a variety of tasks, help keep long term projects on track, and handle more urgent requests. An ideal candidate is hyper responsive, thoughtful, self-directed, and has excellent attention to detail. Calendar management and client management experience is a must. Inbox management and facilitation of large volume of email replies Accounting for day-to-day meetings, calls, and movements, both business and personal items Communicating with teams and assisting with project management across multiple projects Collaborating with Chief Creative Officer, Designers and Copywriters to keep projects on track. Deliver client communications with follow up emails, scheduling and account facing management to ensure client and internal team needs are met. Facilitating the follow through of business development deals Drafting and reviewing contracts as needed from templates Organizing and drafting templates and creating templates Reviewing agreements and reports as needed Responding to emails Coordinating meetings across multiple time zones Responding in a timely manner to clients on slack to ensure visibility and build trust Creating meeting briefs and agendas Coordinating and managing calendars for various projects Weekly briefing & prep for the week ahead for Creative Weekly alongside Design lead Reminders of key due dates and deadlines Execute expense reports Support in additional data gathering and input projects for new business Coordinate and podcasts events and speaking engagements Draft correspondence such as emails and outreach materials Manage the CCO’s day-to-day calendar, including making appointments, providing appointment reminders, rescheduling appointments when necessary, and prioritizing the most time-sensitive matters Develop and maintain systems and processes to keep CCO organized to include electronic and paper filing, email structure and organization, neatness and organization Coordinate all CCO-led meetings to include sending meeting requests, creating and distributing meeting agendas, pre-meeting briefings, taking accurate notes, and managing task lists resulting from these meetings Arrange CCO’s daily schedule to increase efficiency and productivity, recommending adjustments as necessary Email management to include filtering emails based on level of importance, drafting responses, and referring to CCO as appropriate Manage and initiate professional and personal thank you correspondence and gifting for all occasions Run errands, both personal and professional Make travel arrangements for both personal and professional purposes and create trip itineraries Attend and participate in meetings both internally and externally as needed taking detailed notes, and making CCO is aware of action items and due dates Support employee recruitment efforts including posting job listings, advertising where necessary, arranging interviews, etc. Follow up on past leads and inquiries via email Research and contract prospective clients on behalf of CCO as needed Add tasks for meetings and tracking clients in Monday.com Send decks for review to copy editor Special projects Who is a fit for this role? A PROBLEM SOLVER — has ability to anticipate and determine CCO needs, displaying strong initiative to independently solve day-to-day problems SELF-MOTIVATED — is a self-starter who thrives in a fast-paced environment as well as be able to manage projects from conception to delivery; able to exercise independent judgment requiring minimum supervision EXTREMELY ORGANIZED — has strong organizational + time management skills and can manage multiple projects and deadlines AN EXCELLENT COMMUNICATOR — has exceptional written and verbal communication skills, both internally with co-workers and externally with vendors and clients and comfortable giving and receiving feedback SOMEONE WITH GREAT WORK ETHIC + ATTITUDE — has excellent work ethic, upbeat personality and able to easily build rapport and relationships with a wide range of individuals About you: Candidates must have 2+ years of Executive, Personal Assistant or Project Management experience. You are excited to grow but have an incredible attention to detail and work ethic. Required Knowledge, Skills, Abilities include: Extremely detail oriented and organized Hyper responsive Self-motivated, proactive, and forward-thinking Highly adaptable Confident personality and extremely persistent Knowledge of google drive and Monday are a plus Diplomatic and tactful Maintain a positive attitude and willingness to work with all team members Excellent written and verbal communication skills Must be able to effectively communicate with all levels of internal and external contacts Ability to work independently and multitask in a fast-paced team environment High level of professionalism Discrete concerning confidential or sensitive information Additional Information: Job Type: Full-time Full benefits 401k Experience: Education: Associate degree or higher (preferred but not required) This Job Is Ideal for Someone Who Is: Incredible attention to detail Hyper dependable and responsive. Process-oriented -- enjoys keeping others organized and being hyper-responsive. to solve problems. Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction. Great attitude-- enjoys working with people.