Executive Assistant

About the Role

Edison Motors is looking for a highly organized, adaptable and trustworthy Executive Assistant to work directly with our CEO and Executive Team.

The primary purpose of this role is to help the CEO and executive team focus their time and attention on the work only they can do.

Running a rapidly growing company involves an enormous amount of communication, scheduling, travel, follow up and day to day coordination. We are looking for someone who can take ownership of that background workload, keep things organized, filter distractions and make sure important things don’t fall through the cracks.

The team regularly travels for customer visits, suppliers, industry events, filming, meetings and company business. The successful candidate needs to be comfortable working in a fast moving environment where priorities can change quickly. This role involves both: traveling with the team and coordinating communication while the CEO is away.

What You’ll Do

You will work directly with the CEO and executive team and help manage the administrative, communication and logistical workload surrounding the position.

Responsibilities will include:

• Manage and organize calendar and schedule.
• Schedule meetings, calls, appointments and other company commitments
• Identify scheduling conflicts and proactively resolve them.
• Manage and triage incoming emails and correspondence.
• Handle routine responses on behalf of the CEO.
• Identify which emails, calls and requests actually require the CEO’s attention.
• Screen incoming calls and meeting requests.
• Act as a point of contact for the CEO
• Track commitments, follow-ups and action items from meetings and conversations.
• Make sure important deadlines and commitments aren’t forgotten.
• Coordinate flights, hotels, transportation and travel itineraries.
• Travel with the CEO when required and provide logistical support during trips, meetings and events.
• Assist with social media, messages, and public communications.
• Handle confidential company and executive information with discretion
• Take ownership of the small tasks that can consume executive time.
• Generally make the day more organized, efficient and manageable.

Who We’re Looking For

The right person for this role is extremely organized without needing everything around them to already be organized. You should be someone who sees a problem and thinks, “I’ll take care of it.”

We’re looking for someone who is:

• Highly organized and dependable.
• An excellent written and verbal communicator.
• Comfortable interacting professionally with people at every level.
• Able to prioritize competing requests.
• Proactive rather than waiting to be told what to do.
• Comfortable making reasonable decisions independently.
• Good at following up and making sure things actually get finished.
• Able to quickly understand what is important and what can wait.
• Comfortable working around changing schedules and priorities.
• Able and willing to travel.
• Comfortable with technology, email, calendars and social media platforms.
• Professional when representing the CEO and Edison Motors.
• Discreet and trustworthy with confidential information.
• Calm and resourceful when plans inevitably change.

What Success Looks Like

You’ll know you’re succeeding when:

• The CEO’s calendar is organized.
• Important emails aren’t being missed.
• People know who to contact when they need something from the CEO.
• Meetings and travel happen without the CEO having to organize all the details.
• Commitments and follow-ups don’t disappear after meetings.
• Problems are being solved before they become another thing for the CEO to deal with.
• And most importantly, the CEO is spending less time managing his own administrative workload and more time managing and growing Edison Motors.

The Nature of the Position

This is an extremely high trust position with significant access to the CEO and the internal workings of Edison Motors.

Some weeks will be relatively structured. Others may involve changing travel plans, trade shows, customer meetings, supplier visits, filming, unexpected problems and rapidly changing priorities.

If you enjoy organizing chaos, solving problems, travelling, meeting people and being the person who keeps everything moving behind the scenes, you may be an excellent fit.

We’re hiring someone to protect the CEO’s time and mental bandwidth.

Your job is to handle, organize, delegate or filter the things that don’t require the CEO personally so they can concentrate on leading the company, supporting the team, working with customers and suppliers, developing our trucks and growing Edison Motors.