Description
We are HR experts who build trust quickly and fuel people-first leadership through Offsites, Learning, Fractional HR, and Coaching. Built on Candor, Courage, and Care™.
We’re growing fast and looking for an exceptional Executive Assistant & Operations Administrator to help keep our engine running smoothly. This person will be the heartbeat of our team — supporting our Founder, Chief Care Officer, and Head of Inclusion & Learning, while making sure every detail behind the scenes reflects the polish, precision, and warmth that define Assemble.
Who You Are
You’re the person everyone counts on: calm under pressure, always five steps ahead, and allergic to disorganization. You love juggling moving parts, spotting what others miss, and creating order out of chaos. You bring energy, curiosity, and heart to everything you do — and you take pride in making the people and the work around you shine.
You’re not just an assistant; you’re a connector, an organizer, a communicator, and a trusted partner. You thrive in a fast-paced, entrepreneurial environment and find joy in being part of a small, mighty team that makes a big impact.
You understand that while this isn’t a 24-hour job, it is a 24-hour mindset. You’re part of a start-up-minded team that moves fast, pivots often, and supports each other with flexibility, urgency, and trust. When something matters, you lean in — and you love being that reliable, steady right hand when it counts.
What You’ll Do
- Own the calendar. Proactively manage complex, ever-changing schedules for three busy executives with grace and good humor.
- Be the glue. Support client relationships and internal operations with timely, thoughtful, and precise communication across platforms (email, docs, messaging, text).
- Keep programs humming. Manage end-to-end logistics for Assemble’s programs — from scheduling and attendee communication to material prep, assessments, and coordination.
- Create magic behind the scenes. Build beautiful client decks and materials in PowerPoint, Word, and Excel that bring our ideas to life.
- Plan unforgettable moments. Support and manage company events — both virtual and in-person — ensuring every detail reflects Assemble’s signature brand and heart.
- Champion our brand. Oversee internal communications, recognition programs, website updates, and social media projects — and bring fresh ideas to how we show up in the world.
- Make things happen. Manage travel, vendors, invoicing, supplies, shipping, systems, and databases with precision and pride.
- Tell our story. Create and distribute Assemble’s quarterly newsletter, manage Mailchimp, and help us celebrate our people and progress.
- Onboard with care. Handle client onboarding logistics (contracts, folders, tracking) to ensure a seamless and delightful experience.
- Elevate the team. Identify opportunities to streamline processes, improve efficiency, and make our work — and culture — even better.
- Be there. Attend monthly in-person team meetings (New Jersey), events, and support offsites and programs in-person as needed (mostly tri-state area).
Why You’ll Love Working With Us
At Assemble, we’re not just transforming workplaces — we’re building a company that lives what we teach. You’ll join a passionate, supportive, and human team that values honesty, creativity, humor, and heart.
If you’re ready to bring your brilliance, organization, and energy to a place that values both excellence and authenticity — let’s build what’s next together.
Requirements
What You Bring
- 3+ years of experience supporting executives in a startup, fast-paced, or small business environment.
- A proactive, anticipatory mindset — you’re always thinking two steps ahead.
- Exceptional organization, communication, and multitasking skills.
- Sharp attention to detail and the ability to spot (and fix) inefficiencies before anyone else notices.
- Grace, professionalism, and discretion when handling sensitive information.
- Confidence using Microsoft Office Suite (Word, Excel, PowerPoint, Teams, SharePoint), Zoom, and a curiosity for learning new tools.
- The ability to thrive in ambiguity and make sound decisions under pressure.
- A love of fast-moving work and comfort with urgency when it matters.
- A genuine alignment with Assemble’s core values: Candor, Courage, and Care™.
