• Availability: Pat-time to start (25 hours per week); Full-time anticipated.

• Schedule: 9:00 AM - 5:00 PM (PST), must be available for additional outreach.

• Rate: $3,550.00 (part-time, 1 Executive) to $4,440 (full-time, 1 executive) per month, paid in weekly installments.

• Contract duration: Month-to-month, contract to permanent placement.

• Status: 1099 Contractor

• Location: Remote and/or local (Los Angeles, CA - hybrid/ad-hoc preferred).

• Additional compensation: Costs related to transportation to be approved by the client and billed by contractor.

• Number of executives supported: One (1) executive and their team.

• Start date: End of September, 2024

• Deadline to apply: September 16th, 2024

About Us

Admin Apto, Inc. is on a mission to help amazing companies thrive by giving balance and living balanced. Our career-focused Executive Assistants share our goal of bringing the balance they have acquired throughout their careers and aligning their passions to support driven, remote-first teams. We strive to foster equity, equality, respect, and transparency towards our team members, clients, and candidates. Our goal is to uphold our promise to make thoughtful connections for those who place their trust in our care.

Our Commitment 

Our team is committed to providing the opportunity, resources, and professional connections that, when leveraged properly, allow Executive Assistants to live an enriching life while providing that enrichment to the teams they support. To accomplish this, we compensate every EA with a competitive and livable wage, maintain reasonable work schedules, and thoughtfully pair qualified candidates with amazing clients and opportunities.

Client Profile

Our client is a rapidly growing Software as a Service (SaaS) organization with deep roots and success in the music and entertainment industry. Each team member is an industry veteran leveraging their experience working alongside internationally recognized performers and talent to create innovative solutions in Audio Engineering for producers, artists, and their teams. The organization operates in a lean environment of contributors focused on developing an end-to-end industry software.

The client is based in Los Angeles, CA, with a decentralized, highly talented team of programmers and developers across the US. With additional investor funding rounds secured, they are moving forward with the next phase of expanding the organization’s talent and project capacity. As an established start-up, every team member adopts an all-hands approach to providing and supporting one another across areas of expertise, expanding opportunities to take on new and challenging projects, and fostering career ambitions.

Opportunity Description

The Executive Assistant role is a new addition to the team and will report directly to the Chief Executive Officer, while also providing ad-hoc support to team members, including the CTO. Like the team he leads, the CEO is driven, personable, and highly engaged in providing hands-on support to every member of the organization, ensuring that everyone has what they need to excel. This opportunity is ideal for those on a Director-level career trajectory who possess high attention to detail, a developer mindset, clear communication skills, and are focused on supporting and growing with a passionate team.

The role will heavily involve supporting the developing needs of the organization alongside the CEO. Initial support will focus on organizational data management, project management support, and operational development by leveraging Artificial Intelligence, existing team tools, and research into future tools; to structure, document, and support new operational department policies, processes and technologies. Ideal candidates will have a basic understanding of how to use the Command Line to access internal software developed to automate aspects of the team’s workflow. The scope of this role will rapidly expand to other areas, as outlined in the Responsibilities section below.

Previous experience in audio engineering is preferred but not required. A high preference will be given to individuals with rudimentary programming knowledge and a demonstrated aptitude for developing organizational structures. Due to the high-profile nature of the clients, an NDA will be required for this position. Occasional, potentially time-sensitive travel may be necessary, as sensitive documentation, hardware, and other items may need to be transported with care to their final destination. The ideal candidate will be based in the Los Angeles area and available for ad-hoc meeting requests at the production studio. There is no set weekly hybrid schedule, and fully remote candidates who are ready and flexible to meet in person are encouraged to apply.

Only candidates based in the USA and working in the Pacific timezone are eligible for this position.

Responsibilities

• Support the CEO and the team’s requests through research, analysis, and documentation development for existing solutions.

• Anticipate the executive team’s needs in advance of client meetings, conferences, studio recordings, and related events.

• Be available for occasional travel to the Los Angeles, CA, studio for in-person support or to transport highly sensitive resources.

• Focus heavily on SOP tracking, development, and new process implementation.

• Provide HR and compliance support for ongoing staffing initiatives.

• Support scheduling, meeting management, and action items. Optimize the calendar by prioritizing and coordinating appointments and meetings to improve productivity and minimize conflicts.

• Develop client profiles and briefings for upcoming meetings.

• Attend and manage team and client meetings as necessary, including drafting agendas, taking notes with the support of AI, monitoring discussions, recording action items, and reporting on agenda deliverables to ensure the completion of next steps.

• Act as a client liaison, providing product and service support with a strong focus on discretion, privacy, and security.

• Develop and implement new processes and systems to streamline workflow and communications.

• Perform various administrative tasks to support the leadership team, including leading or assisting on special projects as they arise.

• Keep the team informed of environmental issues that may influence project timelines and provide thoroughly researched recommendations for discussion.

• Establish feedback loops to measure resource performance.

• Perform technical research as required.

• Provide project support, such as designing documents and presentations, preparing information for meetings, composing correspondence, managing contact lists, arranging travel, and completing expense, budgetary, and financial forecasting reports.

• Maximize the team’s efficiency by leveraging automation, reducing redundancies, conducting advanced reading, and providing decision-making solutions.

• Maintain open communication with the leadership team, providing necessary information and documents.

• Manage workloads efficiently by extracting tasks from the executive office, allowing them to focus on high-priority activities.

• Support project efforts and tracking across the team to ensure coordination.

• Act as a point of contact for future Board members, addressing inquiries with professionalism, discretion, and sensitivity. Board meeting support will eventually include scheduling meetings, drafting agendas, taking meeting notes, and developing, compiling, and distributing pre-read and presentation materials.

Required Skills

• Adept and individually driven in fast-paced, all-hands-on-deck teams.

• Previous HR experience desired.

• Critical thinking, problem-solving, attention to detail, accuracy, and strong communication skills are a must.

• Previous experience working with high-profile clientele, with references available, is required.

• Experience supporting and structuring SaaS (or related) development teams.

• Experience implementing AI with good judgment to improve efficiency, optimize capacity, maximize resource utilization, and minimize waste and redundancy for yourself and other team members.

• Extensive SOP development experience required.

• Strong judgment and the ability to match the cadence, professionalism, and discretion expected from industry-leading artists.

• Flexibility and a high tolerance for ambiguity, with an ability to thrive in an environment of rapid organizational change and growth.

• Comfortable with the Command Line and scripting.

• Experience drafting, editing, proofreading, and distributing investor newsletters and externally facing documents.

• Executive-level calendar management experience.

• Proven track record of maintaining confidentiality, safeguarding sensitive information, and ensuring security at all times.

• Ability to exercise judgment to ensure smooth day-to-day operations.

• Professional background characterized by roles requiring swift responsiveness and a transparent decision-making process.

• Ability to prioritize inquiries and initiatives that align with the organization's strategic direction and troubleshoot conflicts while maintaining a calm and solutions-focused mindset.

• Proactively prioritize multiple demands and complete a high volume of tasks and projects with minimal guidance.

• Demonstrates proactive follow-through capabilities, is proficient in project tracking with transparency, and consistently exercises sound judgment.

• Experienced project manager skilled in orchestrating tasks, deadlines, and resources for seamless execution of high-impact initiatives.

• Proactive planner capable of anticipating future needs through decisive, timely, and well-informed decision-making.

• Committed to ongoing collaboration, feedback, and improvement of administrative and operational processes and systems.

• Client-forward and team-oriented approach focused on fostering effective communication and coordination among stakeholders.

• Experience managing budgets and performing account reconciliations.

• Experience running analysis on large data sets to extract relevant and requested information.

• Previous experience in Administrative Board Management and Meeting Coordination.

• Dedicated to providing Board members with attentive support and sensitivity, committed to understanding their needs and offering professional assistance as required.

Software Experience

• Google Workspace (Gmail, Spreadsheets, Slides, Script, etc.)

• Notion

• Quickbooks Online

• Fathom HQ

• CRM and PM software experience

• Some Adobe Creative Suite

• Command Line / Python experience preferred

• Slack

Qualifications

• Bachelor's degree or equivalent experience.

• At least five (5) years of administrative experience, preferably supporting at the Managing Director level (or equivalent) or above.

• Experience leading a diverse team of Executive Assistants in providing unparalleled administrative support to their assigned executive and their respective teams.

• Project Management experience and demonstrative portfolio of projects executed on budget and on schedule.

• Extensive budget or grant financing experience.

• Manage communication channels with leadership and internal stakeholders, delivering timely updates on organizational operations and initiatives.

• Demonstrate prior experience in recruiting, leading, and nurturing global teams.

• Exhibit proficiency in stakeholder management within cross-functional environments, effectively communicating and influencing leadership across diverse regions.

• Showcase a strong commitment to achieving results, holding oneself accountable for business objectives, and demonstrating exceptional problem-solving abilities with a proactive approach to action and iteration.