Executive Assistant at Mediavine

Mediavine is seeking an experienced, multi-faceted Executive Assistant to join our team to support and drive efficiency for one of our Senior Executives.

About Mediavine

Mediavine is a fast-growing advertising management company representing over 9,500 websites in the food, lifestyle, DIY, and entertainment space. Founded by content creators, for content creators, Mediavine is a Top 20 Comscore property, exclusively reaching over 125 million monthly unique visitors. With best-in-class technology and a commitment to traffic quality and brand safety, we ensure optimal performance for our creators.

Mission & Culture

We help content creators build sustainable businesses. From educational tools and cutting-edge plugins to ad technology that maximizes earnings without slowing down your site, our motivation is ensuring your brand and business grow in every respect.

We are striving to build an inclusive and diverse team of highly talented individuals that reflects the industries we serve and the world we live in. We are committed to creating a culture where everyone feels welcomed. We are looking for individuals that will challenge us to continuously evolve and make Mediavine the employer of choice for people of all backgrounds. We strongly encourage minorities and individuals from underrepresented groups in technology to apply for this position.

Diversity and inclusion aren’t platitudes to us; we take them seriously. Have a look at our team and read through our blog posts to learn more about our values and to discover if Mediavine is the place for you!

Position Title & Overview:

The Executive Assistant provides high level executive support in a one-on-one working relationship. Serving as the primary liaison for internal and external contacts on all matters, the Executive Assistant organizes and coordinates scheduling, outreach, and oversees special projects. You must be creative and enjoy working within a fast pace, dynamic environment that is results-driven and people oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations and maintain an effective balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

As a hybrid role, this position will support a future executive office suite in the local area which will be attended in person at times by the Sr. Executive. In office coverage will be decided by you and the Sr. Executive as needed. As with most EA to Sr. Executive roles, there will be some personal assistant responsibilities as it relates to balancing time/calendar management (work/personal) and service providers (work/personal) to name a few. To be successful in this role, you are a proactive problem solver, skillful in the execution of administrative activities, and an exceptional communicator with meticulous attention to detail, organization and process. The ideal candidate is focused, capable of managing dynamic priorities and has a pulse on what matters most to our Sr. Executive and business. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to the Sr. Executive.

Essential Responsibilities:

• Be a trusted partner to the Sr. Executive, organizing current needs, anticipating potential conflicts, and handling sensitive business information as needed to drive efficiency
• Manage and maintain high volume calendars which includes scheduling, organizing and managing complicated and sometimes hectic schedules; ensuring the Sr. Executive’s time is aligned with their priorities through demonstrated understanding of the business
• Track, monitor, and guide progress of projects and action items to ensure they remain on course and are completed with respect to deadlines and organizational developments
• Proactively coordinate onsite and offsite meetings, including all aspects of meeting logistics as needed (technology, food, etc.)
• Assist in drafting important documents and preparing meeting materials including assisting with presentations, handouts and other meeting related material
• Attend meetings with or on behalf of the Sr. Executive, taking note of action items and informing teams of key takeaways
• Ensure consistent and efficient interaction with other colleagues across the company; demonstrating poise and tact under pressure handling matters with sound judgment and respect
• Research and develop an understanding of the Adtech industry on various topics including industry trends, current events, competitors, etc.
• Utilize knowledge of the company’s business to effectively conduct research on business opportunities, best practices and operational improvements, preparing executive summaries and high level briefings as needed
• Provide support for Mediavine sponsored events attended by the Sr. Executive or otherwise as needed
• Manage all travel scheduling and arrangements, ensuring the Sr. Executive is aware and updated on itinerary changes during travel, and prepared upon arrival
• Serve as the main point of contact for all logistics around the office, including vendor management, catering and office supply ordering
• Find solutions to improve efficiency and organizational practices
• Assist and manage personal tasks and projects for the Sr. Executive as needed
• Perform any other relevant duties as assigned

Requirements

Location:

• This is a hybrid role both in office and remote. Applicants must be local to the following general areas between Ft. Lauderdale, Boca Raton or close surrounding areas

Application Deadline:

• Application deadline is Friday, March 24th, 2023
• Additional applicants can be considered for future opportunities

You Have:

• Bachelor’s Degree in Business, or related field
• 10+ years of professional experience
• 5+ years of proven experience as an executive assistant or other relevant administrative, project management or support experience
• 3+ years of experience providing executive support in a remote capacity, preferred
• Strong proficiency with Google Suite required
• Experience with communication platforms like Slack, a plus
• Experience using Mac computers and Apple software
• Experience with the setting up and management of virtual meetings and tools e.g., Google Meet, Zoom, etc.
• Experience providing concierge level support (remote or in person as needed) for executive travel and events
• Deep experience building presentations, maintaining reports and drafting/editing documents/communications
• Strong writing skills – you’re comfortable setting and accepting direction over email/Slack (either 1:1 or with a large group)
• Strong relationship building skills – with a track record of taking the time to get to know your key stakeholders, understand their needs and working styles and you know how to coordinate people to get things done
• Ability to work in a fast-paced environment, prioritize and perform a variety of tasks with little supervision, a strong sense of urgency, and a positive can-do attitude
• A team-oriented approach to work, with the ability to deal effectively with all levels of staff in the resolution of problems and the completion of tasks
• Proven experience managing office logistics and providing on-site support, to include implementing and maintaining office systems and procedures; familiarity with the local area, businesses and vendors is preferred
• Excellent verbal and written communications skills
• Experience working with discretion and confidentiality as appropriate
• Keen attention to detail and accuracy

Benefits

• Remote work environment
• Travel opportunities (remember those!?)
• Comprehensive benefits including 401k, Health, Dental, and Vision insurance
• Learning allowance
• Generous Vacation/Time off policies
• Additional side benefits such as home-office upgrades, tuition reimbursement, paid gym memberships and wellness retreats, upgraded flights, cool swag and more
• Company match charitable donations

Mediavine is an Equal Opportunity Employer