Executive Assistant to CEO na MastReforestation

Mast Reforestation is seeking a professional Executive Assistant (EA) who is a force multiplier for Grant Canary (CEO).  This role is critical for ensuring our leadership can focus on strategic priorities for providing exceptional administrative, operational, and logistical support.  The ideal candidate is not only highly organized and discreet but also proactive and capable of managing complex systems in a fast-paced startup environment.  What you’ll be doing: For the right candidate, they will find that the company’s mission and values align with their career aspirations.  There is a potential for this role to evolve and expand in responsibility, potentially encompassing project management, cross-functional initiatives, and deeper strategic support as the company's needs change.Key Responsibilities:



Strategic Support & Communication -

Act as the primary point of contact and liaison between the CEO, Leadership Team (LT), board members, and investors, ensuring seamless communication flow

Own the preparation and execution of all logistics and clear agenda building of key meetings, including the weekly LT meetings, quarterly Board meetings, and First Friday (quarterly All-Hands) on agenda creation, material preparation, minute-taking, and action-item tracking

Assist the CEO with investor relations coordination and communications

Lead event coordination for company events ranging from simple internal events (LT retreats) to complex external events (see more ‘Carbon Sales team support’ below)

Operational & Administrative Excellence -

Mastermind the CEO's complex calendar, email management, and extensive travel arrangements with strategic prioritization

Manages procurement and vendor relationships for CEO

Provide limited travel coordination and expense management support for two additional LT members

When required, facilitate our Ballard office functions including facility management, vendor relationships, and office permits/certificates

Manage executive expense reporting and procurement processes

Coordinate documents and information flow using DocuSign, Docsend, HubSpot, Google Drive, and other systems

Carbon Sales Team Support -

Act as the primary administrative partner for Carbon Sales activities: Maintain accurate and up-to-date records in HubSpot, such as adding new companies and contacts, entering prospecting notes as well and appropriately transferring ownership to Carbon Sales Directors. Provide gentle and consistent follow-up on CEO-requested updates. Update lead statuses to show the relationship map for CEO’s top accounts, and document the last touch and next steps. Ensure the account information is up to date, and always have recent activity and/or a next step scheduled.  

Identify high-value opportunities where CEO’s participation can accelerate deal progression and facilitate those interactions. Coordinate and schedule Carbon Sales team meetings and client calls requiring CEO participation, ensuring alignment of calendars and preparation materials in advance.  

Keep HubSpot data integrity that will enable accurate and timely generation of weekly Carbon Sales pipeline and performance reports on a weekly basis.  Improve the current weekly reporting, support the board meeting presentation materials, and share the feedback with Carbon Sales team to show what the reports can deliver additionally.  

Own, facilitate and file the signing of NDAs, sales agreements and other legal documents between CEO and external parties, through DocuSign, and ensure accuracy, proper routing, and timely completion based on prioritization.  

Partner with the Sales and MarComm teams to plan and coordinate key industry conferences (e.g., SF Climate Week, NYC Climate Week, VERGE), including organizing meetups and engagements on behalf of the CEO and Sales team.

Qualifications, Required experience & Skills:

4+ years of experience providing direct EA support to C-level executives (e.g. experience in supporting CEO and Chief Revenue Officer), including calendar management, meeting coordination, travel coordination, event planning, etc.

Proven expertise in complex calendar management, executive travel coordination, and meeting facilitation

Excellent organizational skills with the ability to manage competing priorities and meet deadlines

Startup or high-growth company experience with demonstrated adaptability to rapidly changing priorities

Strong analytical skills with track record of improving operational processes

Exceptional written and verbal communication skills across multiple platforms

Personal attributes:

Proven track record demonstrating ability to work effectively with minimal supervision 

High level of integrity and discretion when handling confidential information

Proactive and resourceful with the ability to anticipate needs and solve problems independently

A terrific work ethic accompanied by an ever-positive, get-it-done attitude with strong interpersonal skills

Ability to quickly learn organizational structure and the objectives of the team

Ability to provide gentle but effective follow-up to ensure executive accountability

Logistical requirements:

Ability to travel to the Seattle (Ballard) office to have in-person face time with CEO and help with other tasks such as quarterly conversations with the landlord

Candidatar-se agora