We are hiring: Executive Assistant (Now Closed)

We are Black Sheep, a cause-driven creative and brand strategy agency that works with impactful companies and organizations to activate communities around things that matter. We are recruiting for an Executive Assistant.

Learn more here: 

• The job description
• Requirements
• Open-book management + compensation
• Inclusion at Black Sheep
• How to apply

Executive Assistant Job Description

As Executive Assistant, you will serve as a critical thought partner to the CEO and Managing Director and will help to communicate and maintain focus on the organization’s most significant priorities. In addition to supporting the CEO and Managing Director from an administrative standpoint, you should have a deep understanding of the organization’s fast-evolving goals and be comfortable and confident making decisions to help the CEO and Managing Director spend their time where it will be most valuable to the organization and most empowering for the Black Sheep team.

You are ready to:

• Represent an impact-driven agency as the first line of hospitality to prospective clients, partners and connections
• Solve problems, prioritize, clear clutter and advance progress on the CEO and Managing Director’s to-do lists in order to support the agency’s growth
• Serve as a project manager for our robust business development process, adding efficiency to the pitch cycle and helping to secure new work

Your day might include:

Advanced Administrative Support

• Strategically manage the CEO and Managing Director’s time, keeping their complex calendars current while evaluating opportunities and determining how they fit with key priorities; organize internal and external meetings for the CEO and Managing Director
• Consider the CEO and Managing Director’s schedule several weeks/months out to ensure they are well prepared for what is ahead, including meeting confirmation and preparation, information gathering, coordination, support and follow-up
• Correspond in a timely and professional fashion on behalf of the CEO and Managing Director related to projects and partnerships in motion, helping to gather information, feedback or answers that support forward momentum
• Plan and book travel, including preparing travel folders with all key information needed for each trip, make accommodations and reservations and coordinate transportation in advance, confirming all plans prior to departure
• Act as a surrogate for the CEO and Managing Director when necessary, attending events and meetings to represent their priorities and ensure continuity as necessary
• Independently research issues to provide recommendations for decision-making purposes
• Capture key contact information and relationship details in the agency’s customer relationship management system (CRM) HubSpot and connect them to team members as needed (ex: vendors and potential contract partners)
• Work with Client Experience team to coordinate client celebrations/milestones

Writing and Communications

• Compose various correspondence, including team, client and collaborator communications, reports and presentations with attention to voice, values and tone, maintaining a high standard for communication and confidentiality
• Identify speaking, editorial and other visibility opportunities for the CEO and Managing Director and correspond to secure and prepare for these opportunities
• Attend critical meetings to keep a pulse on priorities while documenting the meeting by taking and distributing key takeaways and action items
• Manage inbound phone and email, screening/evaluating, prioritizing and keeping CEO and Managing Director informed of all matters requiring attention
• Assist with coordination of personal schedule, as needed, to allow the CEO and Managing Director greater ability to stay focused on company priorities

Business Development

• Respond to initial calls and emails to welcome new connections, assess the opportunity from a high-level perspective and schedule initial meetings
• Take on the role of project manager for proposals and scopes of work to keep opportunities moving forward in an efficient fashion, scheduling tasks and coordinating responses
• Initiate Wrike (project management software) and/or HubSpot (CRM) workflows and track the workflows as conversations continue and scope development progresses

Team and Culture Support

• Coordinate all leadership retreats, executive team meetings and events in collaboration with the Operations team
• Support the CEO and Managing Director in communicating vision for event plans (virtual and in person)
• Coordinate critical logistics for events, including out of town travel, health and safety precautions and other complex communications in conjunction with the CEO, Managing Director and Director of Operations
• Work with the team to find time on the CEO and Managing Director’s calendars when necessary
• Coordinate celebrations/recognition of team member achievements, milestones and special occasions (gifts, cards and other personal acknowledgements)

Job Requirements

Below is a description of the traditional experience that can lead to strength in this role, but we are background agnostic and value candidates with different and unique work histories. Please, share your experience with us and tell us why you believe you'd be a strong candidate for this strategic administrative support role.

• 3-5 years administrative experience in which you have organized, coordinated and managed multiple calendars, projects and initiatives
• Advanced communication skills, including both written (documents and presentations) and interpersonal communication skills that can be applied to exchanges with varying levels of leadership and external contacts
• Strong, concise writing skills
• Proven ability to handle confidential issues and materials in a professional manner
• Knowledge of business development processes and customer relationship management (CRM) systems
• Knowledge of Google and Apple products and operating systems
• Strong organizational skills and attention to details like spelling, grammar, punctuation and hospitality
• Ability to handle managing 6-10 projects simultaneously, while meeting deadlines and working independently
• Location: local to Houston preferred
  

Salary Range

$55,000 to $75,000

Open-Book Management and Bonus Compensation

From the inception of Black Sheep, we've made a conscious effort to always keep people as the central focus of our growth strategy. As a team we practice open-book management and huddle weekly to discuss our financial trajectory. We pay out quarterly bonuses to the team based on specified quarterly agency targets. Team members are currently averaging 12% of their annual salary in bonus annually with potential to increase based on agency performance. We win and lose as a team and our bonus structure is no different.

Inclusion at The Black Sheep Agency

Yes, we’re a gathering of rebels. We’ve come together to change minds and accelerate impact for organizations and businesses that are leading communities toward a more equitable future. In our field of strategy, marketing and creative ideas, we know the playing field isn’t fair, and getting a dream job is easier for some than others.

We believe our ecosystem is strengthened through perspective and collaboration, and that can only happen when mentorship, leadership and career opportunities are open to all. We’re looking for go-getters and figure-it-outers— people who think beyond the ordinary list of awards and internships and tell the story of how they’ve transformed their professional life through personal initiative and creativity.

We don’t believe talent and expertise should look the same—ever. Tell us how you’ll join us in sparking an empowered and brilliant future for our communities. Be your own agent of change. We want to meet you.