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Executive Assistant to VP Marketing

Formstack, the most flexible and powerful form-building application, is looking for an
Executive Assistant to our bosslady, a.k.a. our VP of Marketing.

Formstack is an 11 year old company with its roots in Indianapolis. Our customers span 110 different countries, and our employees live and work across the U.S. and the globe. While we have a thriving remote workforce, this job is based in our Indianapolis HQ Office.

Who You Are:

  • You agree with this article 100%
  • You love to solve problems and are always excited about tackling the next challenge.  
  • You are proactive. You don't ask for permission, you seek to keep your boss out of the weeds, on time and prepared for meetings and follow-up and through on projects that keep her up at night.
  • You are a master at meeting & agenda management.
  • You are organized, efficient and have never met a roadblock you couldn't smash.
  • You are professional, friendly, and approachable.
  • You are confident acting as the voice of the VP of Marketing to customers, vendors, & prospects.
  • You're unafraid to be the voice of reason, speaking up to tell her when she's committing to too much or not enough.
  • There's no such thing as "that's not in my job description".
  • You can anticipate needs and deliver without being asked.
  • You're happy to solve problems not only for your VP but those that report to her if there's something they need to get their jobs done.
  • You have the highest bullshit detector.

What You Will Do:

Your main objective as the Executive Assistant to the VP of Marketing is to diligently keep her out of the weeds. You will be the keeper of all details and the master of all her projects. You own the details related to the status, timelines, stakeholders and action items needed from the VP of Marketing and her direct reports. This includes the day-to-day details such as: Agenda & Meeting Management, Calendaring, Note-taking, Travel Arrangements, Event Planning & Reporting. You will push back when necessary and ensure she's balancing her time and prioritizing her day as efficiently as possible.

Responsibilities:

  • Have a desire to do whatever is needed to help.
  • Make sure the VP is fully prepped for any meeting.
  • Own her Google calendar, including scheduling meetings, responding to invitations and working through scheduling roadblocks using independent judgment and discretion wherever possible.
  • Managing and organizing the flow of communication and keeping track of required action and due dates.
  • Coordinate meetings, conference calls and events; reserve locations, send meeting invitations, manage attendee lists, coordinate audio/visual and assist with preparing agendas;
  • May attend meetings as note taker, track action items and follow up accordingly.
  • Administrative duties such as drafting documents, correspondence and presentation materials.
  • Maintain and distribute comprehensive reports, files and detailed correspondence.
  • Arrange business travel and accommodations including scheduling complicated long distance travel.
  • Special projects as assigned.

How You Qualify:

  • You must have a minimum of 3 years' experience working in a fast-paced environment AND:
  • "Communicator" is your middle name.
  • You are extremely proactive and can anticipate needs without being asked.
  • You ask the right questions when things seem vague.
  • Well-versed experience in managing a department budget, keeping it accurate and up-to-date.
  • You understand the meaning of "Inbox 0"
  • High proficiency in Microsoft Excel, Google Sheets & Slides
  • Extremely strong verbal and written English communication skills.
  • Willing to make adjustments based on resources and schedule.
  • Strict attention to detail.
  • Ability to anticipate needs and take action without requiring detailed direction in relation to routine responsibilities.
  • Exceptional time management and organizational skills, with the ability to appropriately balance multiple, competing priorities.
  • You have the highest level of integrity and discretion.
  • Reliability, grace-under-pressure, and a sense of humor are all valued attributes.
  • Ability to travel <10%

What Formstack Offers:

  • Remote environment
  • Free Medical, Dental, & Vision as well as company-paid Disability and Life Insurance Benefits.
  • 401k with matching company contribution
  • Friday Lunch
  • The most up-to-date technology, including company-issued Macs, the latest software and other tools needed to excel at your job
  • Company-paid conferences and extended learning opportunities.
  • Twice yearly company gatherings
  • Generous PTO

Want to learn more about who we are and what we value? Check out this Video and apply if you want to jump into the next great chapter of your life!

 

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