Executive Assistant at Smartbug Media

SmartBug Media is the full service digital agency of choice for organizations looking to create resilient growth across the entire customer lifecycle. From marketing to sales, revenue operations to customer success, and e-commerce to integration, SmartBug combines sound strategies and technology with top talent to de-risk the future and set the course for continued success. As a fully remote team of over 300 professionals, we believe in delivering exceptional work without compromising work/life balance, no matter where you are. Recognized globally, we've made the Inc. 5000 list seven times, the Adweek 100 four years running, and won numerous Comparably awards for our culture and leadership. We're not just HubSpot's highest-rated partner worldwide but also a two-time HubSpot NA Partner of the Year and proud Elite Partner. Add to that our Master Elite partnership with Klaviyo and our proud partnerships with Shopify and Google.

Job Summary: 

SmartBug is seeking an Executive Assistant to provide administrative support to the SmartBug executive leadership team.  The individual is accountable for details of a highly confidential and critical nature, and must function efficiently and effectively in a fast-paced, professional, fully remote environment. Must have strong communication skills and proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, and screen and prioritize communications and opportunities from external and internal sources.  The right candidate will proactively anticipate needs to support a variety of administrative functions for executive leaders and the leadership team, including coordination of activities and ensuring timely flow of information to and from the executive office, in a time-sensitive, accurate, and confidential nature using discretion and diplomacy.

The individual must possess a dynamic, high-energy, flexible personality in conjunction with strong initiative, excellent judgment, and critical thinking skills, excellent interpersonal skills, as well as strong verbal and written communication skills are a must.  Demonstrated ability to collaborate effectively with a broad range of individuals and groups within the organization and externally is a must. 

The individual must have experience with document management and/or shared filing systems and be proficient in working with documents and contract templates and related software tools.  This position requires a thorough knowledge of company operations, policies, procedures and the ability to handle information of a highly confidential and critical nature. This role will be great for an individual who is a fast learner, adaptable, proactive, able to solve problems quickly, and enjoys working in a remote environment.

• Provide administrative support for multiple executives in a corporate environment, including the C-suite and other executives and members of the leadership team as needed
• Manage multiple projects independently from beginning to end
• Proactively manage calendars, correspondence, travel, expenses, and meeting organization
• Draft documents and relevant notifications, communications, and other such matters related to business and legal affairs
• Responsible for collecting and organizing a high volume of data and information, and maintaining relevant databases
• Gather and analyze data and prepare reports as requested by c-suite / leadership team
• Attend meetings, assist with agendas, and follow up on action items with relevant team members and stakeholders
• Assist in planning team-building events, networking opportunities, holiday celebrations, and company-wide events
• Manage requests and special projects as needed and perform all other duties as assigned
• Other tasks and duties as assigned and as related to the operation of the business and support of the executive leadership team

• Minimum three years’ Executive Assistant or Legal Assistant experience required
•  Excels in exercising sound judgment and professional behavior and demonstrated interpersonal skills with internal and external senior-level leaders
• Proficient verbal and written communication skills including discernment, spelling, punctuation, and grammar
• Must be a self-starter and have the ability to spearhead projects
• Extremely organized, proficient time management ability to manage conflicting priorities without loss of composure
• Strong business acumen and reasoning ability
• Utilizes time efficiently and meets challenges with resourcefulness
• Works and interacts with understanding, alignment, and commitment and follows through on commitments and agreements
• Contributes to building a positive team spirit, displays courtesy and sensitivity toward the needs of others
• Continuously strives to build knowledge and skills required to support the needs of the business
• Superior computer skills.  Adept at Google Workspace, MS Word, Excel & PowerPoint
• Proficiency with Adobe Acrobat, electronic signature software
• Comfortable with technology and learning new tools

• A positive person who is accustomed to a fast-paced environment
• A highly organized, detail-oriented, and reliable professional who can work independently
• A team player who truly views no task as too large or too small, but instead views every assignment as an opportunity to learn and grow
• A multi-tasker, who exhibits a high degree of initiative, integrity, and the ability to craft creative, pragmatic, and effective solutions
• A self-disciplined and self-motivated professional with solid work habits, a commitment to promptness, and a strong sense of pride in accomplishing a wide range of tasks and goals
• A talented and caring colleague who displays good judgment, inspires confidence, and handles sensitive matters with absolute discretion
• An excellent sense of humor and a strong desire to help others within the organization

• Annual Salary between $65,000 - $75,000 DOE
• Health insurance with company contribution
• Paid maternity and paternity leave
• Paid vacation
• Paid time off
• Unlimited sick time
•  4-week paid sabbatical every 5 years of employment
• Monthly remote work allowance
• 401(k) with employer matching
• Flexible spending plan
• Company-funded short-term disability and life insurance
• Long-term disability
• Annual leadership conference, SmartBug Palooza
• Training budget
• The flexibility of working remotely