Executive Assistant, CEO/Office Manager

Oklahoma City, OK
Full Time
Corporate
Experienced

Formstack improves people's lives with practical solutions to their everyday work.

We are looking for an Executive Assistant, CEO/Office Manager to help us accomplish this mission.

Formstack is a remote-first company with team members who live and work across the U.S., Canada, and the globe. We serve over 110 different countries with our current customer base and intend on expanding even more! Formstack offers more than just a job; we provide a community where you can learn, grow, and thrive your way. Join a dynamic and diverse team that values relationships as much as results. Come build what matters with Formstack.

Chris Byers, CEO, and Tammy Polk, CHRO, at Formstack, is looking to hire someone who will complement and strengthen the team.

 

Who You Are:

  • You never wait to be asked to do something that improves the efficiency or effectiveness of our CEO personally and professionally. 
  • You love to solve problems and are always excited about tackling the next challenge.  
  • You are organized, efficient, and have never met a roadblock you couldn't smash. 
  • You are professional, friendly, and approachable. 
  • You are confident communicating as the voice of our CEO to customers, acquaintances, and prospects. 
  • You're unafraid to be the voice of reason and will speak up when he's over or under committing. 
  • You can and will communicate any blindspots you observe.
  • You are proactive and seek to keep our CEO out of the weeds, on time, and prepared for meetings. 
  • You will follow-up and through on projects that keep him up at night. You can anticipate needs and deliver without being asked.
  • There's no such thing as "That's not in my job description." 
  • You're happy to solve problems not only for our CEO but those that report to him if there's something they need to get their jobs done.
  • You manage the office, supplies and food to make the Oklahoma City office a collaborative and fun place to work for everyone.
  • You are a liaison with the building management and the space to make sure it is maintained and a safe work environment.
  • Assist with all event planning in the office and offsite as needed. 

What You Will Do:

Your main objective as the Executive Assistant to our CEO is to diligently keep him out of the weeds. You will be the keeper of all his details and the master of all his projects. You own the details related to the status, timelines, stakeholders, and action items needed from our CEO and his direct reports. Including these day-to-day details: Email, Calendaring, Tasks, Note-taking, Correspondence & Travel Arrangements. When necessary, you will push back and ensure he's balancing his professional and personal time and prioritizing his day as efficiently as possible. 

How You Will Succeed:

  • Impeccable grammar and professional written communication skills are required as you will correspond on our CEO's behalf, as needed.
  • Ensure our CEO is fully prepared for every meeting he attends.
  • Own CEO's Google calendar, including scheduling meetings, responding to invitations and working through scheduling roadblocks using independent judgment and discretion wherever possible.
  • Manage all incoming data (email, phone calls, mail); manage and organize the flow of communication and keep 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 a 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.
  • Assisting him with consistent internal communications 
  • Setting up Customer visits and relationships 
  • Special projects as assigned.

What We Are Looking For:

You must have a minimum of 3 years of experience working in a fast-paced environment AND:

  • You understand our business and how our products work. 
  • "Communicator" is your middle name.
  • You ask the right questions when things seem vague.
  • You understand the meaning of "Inbox 0."
  • Proficiency in Microsoft Excel and Google Sheets
  • Solid verbal and written English communication skills. 
  • Willing to make adjustments based on resources and schedule.
  • Strict attention to detail. 
  • You can anticipate needs and take action without requiring detailed direction concerning routine responsibilities.
  • You have exceptional time management and organizational skills, with the ability to appropriately balance multiple competing priorities.
  • You have the highest level of integrity, confidentiality, and discretion. 
  • Reliability, integrity, grace under pressure, and a sense of humor are all valued attributes.

 

This is a hybrid role (WFH + In-office) position.

Salary Range: $70,000-$75,000 per year + bonus up to 5% of base salary

What Formstack Offers for Full Time Employees in the US and Canada(exclude Quebec):

  • Free health plans and company-paid Dental, Vision, Disability, and Life Insurance Benefits for US and Canadian full-time employees.
  • Monthly Health & Wellness and Technology stipends
  • Half-day Fridays
  • Unlimited PTO for all employees.
  • 401k & Roth w/ safe harbor match (the US and Canada)
  • 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
  • Yearly company and team gatherings

Want to learn more about who we are and what we value? CLICK HERE to hear from some current Formstackers about what matters most!

Formstack is proud and dedicated to providing Equal Employment Opportunities.

Formstack maintains a policy that Equal Employment Opportunities be available to all persons without regard to race, gender, age, color, religion, national origin, ancestry, citizenship status, disability, sexual orientation, gender identity, genetic information, union affiliation, veteran status or any other characteristic protected by law. This means we do not discriminate in any aspect of employment based on any of these characteristics. This policy applies to all applicants and employees through all phases of employment, including but not limited to hiring, promotion, treatment during employment, demotion, and termination.

Salary ranges are determined by industry research and trends. Individual salaries are based on skills, experience, and geographical location. Compensation is reviewed on a regular basis and adjustments are made accordingly.

All data collected in our application process from resume collection to application questions is used for recruitment purposes only. We will store it in our applicant tracking system, JazzHR, and will not share this data with anyone else. We will keep your data until the role is filled and only continue to store it if we feel you may fit future roles.

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