Executive Assistant

Job Title: Executive Assistant

Department: Executive

Reports To: Arron Kallenberg

Supervises: N/A

Travel Required: Some

GENERAL ROLE DESCRIPTION 

The Executive Assistant to the Founder and CEO, Arron Kallenberg, is pivotal in the Executive Office, providing comprehensive support to the CEO’s professional and personal responsibilities. This role demands a proactive, detail-oriented, and highly organized individual capable of managing a wide range of tasks, from coordinating complex schedules and travel arrangements to acting as a key liaison across internal teams and external stakeholders. The ideal candidate is a dependable and resourceful professional who anticipates needs, communicates effectively at all levels, and maintains confidentiality with the utmost integrity. This position also involves collaborating on special projects and contributing to the planning and executing of company events, ensuring seamless operations aligned with the company’s mission and values. A passion for the Wild Alaskan Company’s mission, combined with a dedication to fostering positive relationships, will be essential to success in this role.

CORE RESPONSIBILITIES

• Calendar and Scheduling Management: Coordinating all professional and personal appointments, meetings, and engagements. This includes preparing agendas, managing logistics, and ensuring timely follow-ups on action items while aligning with organizational priorities.
• Travel and Itinerary Coordination: Planning complex travel arrangements for business and personal trips, including flights, accommodations, transportation, visas, and itinerary management. This includes handling last-minute changes and traveling alongside the CEO to company and industry events to provide logistical support.
• Communication and Email Management: Organizing and prioritizing communications, triaging the inbox to highlight time-sensitive matters, drafting responses, and maintaining relationships with key contacts (internal and external).
• Proactive Problem Solving: Anticipating the needs of the CEO, taking proactive steps to address challenges, resolve conflicts, and streamline operations before issues arise.
• Project and Document Management: Assisting with and managing projects, preparing reports and presentations, and maintaining organized, confidential access to both digital and physical documents for easy retrieval.
• Expense and Budget Oversight: Preparing and tracking monthly expense reports for both business and personal expenses, managing reimbursements, and sometimes overseeing specific project budgets or household finances.
• Stakeholder and Relationship Management: Acting as a liaison between the CEO and various internal and external stakeholders, interfacing with colleagues, clients, vendors, and household staff to coordinate calendars, meeting agendas, travel arrangements, and more.
• Event Planning and Coordination: Organizing corporate and personal events, such as meetings, team retreats, or family gatherings, including handling invitations, catering, logistics, and guest management and, in collaboration with the Chief of Staff, taking ownership of company event planning and execution.
• Errands and Personal Tasks: Running errands and handling various personal tasks, such as shopping, coordinating personal appointments, and managing day-to-day household needs.
• Discreet Handling of Confidential Matters: Managing private and sensitive issues with discretion, maintaining confidentiality in all areas of the executive’s life.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Prior Executive Support Experience: Significant experience in a similar executive assistant role, demonstrating a seasoned understanding of high-level executive support and the ability to operate independently without extensive oversight.
• Exceptional Organizational and Time Management Skills: Ability to manage a high volume of tasks, prioritize effectively, and maintain meticulous attention to detail across diverse responsibilities.
• Advanced Communication Skills (Written and Verbal): Proficiency in clear, professional communication, able to draft emails and correspondence, prepare presentations, and liaise confidently with various stakeholders.
• High Level of Discretion and Confidentiality: Sound judgment and understanding of the sensitive nature of the role, handling private and confidential information with integrity.
• Proactive Problem-Solving Abilities: Skilled at anticipating needs, identifying potential challenges before they arise, and taking the initiative to resolve issues smoothly and efficiently.
• Availability and Responsiveness: Willingness to be available outside of standard 9-to-5 hours, accommodating the CEO’s schedule and needs, which may include occasional nights, weekends, and travel.
• Technical Proficiency with Office Software and Scheduling Tools: Proficiency in Microsoft Office Suite, Google Workspace (especially Google Sheets and Google Calendar), and project management tools like Asana or equivalent software.
• Interpersonal and Relationship-Building Skills: Exceptional relationship-building skills with a high level of empathy, serving as a trusted representative of the CEO and the Executive Office while building and maintaining strong working relationships with internal teams and external partners.
• Passion for Helping People: An authentic desire to support others, fostering a positive and helpful environment in all interactions.
• Adaptability and Flexibility: Ability to adjust to changing priorities, handle last-minute requests, and thrive in a fast-paced environment, often with a high level of ambiguity and shifting demands.
• Travel Coordination Expertise: Knowledge of the complexities of booking travel, including airline, hotel, visas, and in-person logistical support during events or trips.
• Event Planning and Project Management Skills: Competence in planning, coordinating, and executing corporate and personal events, managing timelines, budgets, vendors, and logistics effectively.
• Financial Literacy and Budgeting Skills: Understanding of expense reporting, budgeting, and financial tracking to manage both corporate and personal finances efficiently.
• Customer Service Orientation: A friendly and professional demeanor, dedicated to supporting the CEO’s needs while remaining approachable and helpful.
• Knowledge of Company Culture and Organizational Priorities: Familiarity with the organization’s mission, values, and key stakeholders to ensure alignment with priorities and support effective decision-making, with a specific passion for Wild Alaskan’s mission.
• Project Management and Multi-Tasking Skills: Ability to manage multiple ongoing projects, timelines, and responsibilities simultaneously.
• Collaboration and Teamwork: Willingness to work closely with colleagues, such as the Chief of Staff and other departments, coordinating shared initiatives like event planning or cross-departmental projects.
• Self-Starter with Independent Work Skills: Strong ability to work independently in a remote team environment, showing initiative and reliability without constant supervision.
• Crisis Management and Emotional Intelligence: Capability to remain calm and effective in high-pressure situations, exercising emotional intelligence in challenging scenarios.
• A Willingness to Learn: Openness to new experiences and a proactive attitude toward continuous personal and professional growth.

SALARY RANGE

$60,000 to $120,000 per year