Executive Assistant & Office Ops Manager

Job Description

Optoro is a fast-growing technology company that is revolutionizing the retail industry. Every year, more than 15% of retail goods are returned or simply never sell. This creates tons of unnecessary waste and costs retailers billions.

Our mission is to make retail more sustainable by eliminating all waste from returns. Our technology platform connects a seamless online returns experience with efficient supply chain processing and best in class reCommerce, so that retailers can improve outcomes across all points of the returns lifecycle.

Backed by some of the top investors in the country - including Kleiner Perkins, Revolution Growth, and UPS - Optoro is powered by its collaborative, unconventional, and resourceful employees who love solving big problems. We are looking for individuals with similar creativity and energy to help build a lasting company focused on the triple bottom line.

This Role’s Purpose:

This role will support both the Chief Executive Officer and President of the company as the Executive Assistant as well as providing day-to-day administration and operations of our 130+ (and growing) person company. The Executive Assistant and Office Ops Manager will be the key resource in maintaining & coordinating rapidly changing schedules, managing a high volume of inbound and outbound communications, coordinating logistics and providing project management.

This will be a highly visible role focused on identifying, anticipating, and resolving critical issues with ease to allow the CEO, President and the executive staff to perform at their best. Must be able to prioritize, organize, and manage tasks with confidence combined with a high level of EQ, utmost professionalism, and confidentiality.

This role must be on-site at our corporate office located in Washington, DC for a minimum of 3 days per week, with some flexibility of working remotely (in-office frequency could change and will be dependent on the team’s schedule).

What You’ll Do:

• Enhance the work of the CEO and President through general assistance and organizational support on a daily basis, including day to day interaction and facilitation of internal / personal / external requests
• Serve as an ambassador and key representative of Optoro on behalf of the CEO and President, helping to build strong relationships with internal and external stakeholders.
• Provide administrative and project management support for the CEO and President:
• Plan, coordinate and ensure the CEO's schedule is followed and respected as the "gatekeeper", creating win-win situations for direct access to the CEO and President’s time and attention. Act as a liaison and manage communication between the CEO and clients, investors, board members and personal contacts; act as an extension to the CEO and President when needed in drafting and sending communications on their behalf.
• Draft and edit, for review, correspondence that include, emails, memos, speeches, presentations. Triage complex and sensitive issues; develop and recommend solutions and execute accordingly.
• Ensure that meetings, deadlines, presentations, and logistics are handled seamlessly. Create spreadsheets and charts, presentations, and visual representations using G-suite as needed.
• Plan frequent travel arrangements and handle monthly expense reports.
• Ensure that organizational issues and other matters requiring the attention of the CEO and President are promptly addressed.
• Play a key role in the planning and execution of external office and personal events, including board and strategy meetings, executive team retreats, Board of Directors dinners, lunches, parties, presentations, client visits to HQ / alternate locations, etc.
• Maintain a clean, safe and reliable work environment - including kitchen cleanliness; conference room maintenance and common area accessibility.
• Vendor Management; compost, AED machine, shredding, identifying new vendors, etc.
• Serve as the primary point of contact for the building management on all operational inquiries and projects.
• Manage inventory of office supplies, equipment, and pantry items for kitchen/common space.
• Manage office security and access for employees and visitors
• Other duties as assigned by the CEO, President and Director of Strategy.

Who You Are:

• Bachelor's Degree
• 5+ years experience with operations management or executive assistance (experience working with C-level / senior executives required).
• Ability to work well under deadlines in a high-pressure environment.
• Excellent problem solver and communicator.
• Ability to ‘connect dots’ between personal affairs and business affairs
• Proactive, resourceful, and anticipatory.
• Exceptional organization and prioritization skills.
• Ability to move quickly and make on-the-spot decisions without sacrificing attention to detail (e.g., proofread for grammar and punctuation with a high level of accuracy)
• Strong written and oral communication skills; comfortable communicating with and building relationships with various stakeholders including the executive team, staff, clients, investors, and board members.
• Self-starter who is able to work effectively both independently and on a team
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service
• Warm & humble mentality, resourceful, and impeccable judgment
• Highly proficient with G-suite, Microsoft Office programs, TripActions and Expensify (or similar travel & expense systems)

Optoro is an equal opportunity employer.