Pivot Strategies is a different kind of communications company. We are revolutionizing communications consulting. We have a dream list of clients who are some of the world's most admired companies. We have a team of rock stars that ask provocative questions and do out-of-this-world work. We are experts in internal communications, change management and training. Leading with expertise and curiosity, we build alignment with teams and create communications that reflect our clients' culture and brand. We give clients confidence and joy because we bring experience, momentum, resourcefulness and creativity. Watch our video to learn more.
OUR VALUES:
- Positive mental attitude: We start with yes, we love to learn and enjoy a challenge.
- Better is possible: We uphold premium standards, always put in the extra effort and go above and beyond
- Self-care is non-negotiable: We lead with kindness and respect for each other and our clients. We take care of our own wellbeing first and foremost, which enables us to do better work. Flexibility is celebrated and supported. We bring our whole selves to work.
- Be the change: We are quick learners, embrace change and adapt quickly
- Unapologetically hungry: We are excited by growth and always looking for opportunities.
JOB DESCRIPTION:
As Pivot continues to grow, we are seeking an Executive Assistant to join and grow with our team. The Executive Assistant will be a key contributor to Pivot's executive team by supporting day-to-day operations and becoming the "go-to" person for support activities. The ideal candidate must be able to communicate effectively and take effective action while proactively solving complex problems with little or no guidance.
CORE SKILLS: High level of integrity, confidentiality and discretion, proficient in Office 365 tools (PPT, Word, Excel), Gmail email suite, strong and concise communicator, courteous/professional/warm, detail-oriented, fast paced multitasker, curious learner and excited by new challenges.
The Executive Assistant will be responsible for:
- Manage general office and administrative tasks, including office supplies, collecting and distributing mail and packages, managing conference room reservations, facilitating technology support, monitoring office supply inventory, ordering team lunches for meetings, etc
- Manage relationship and account with Life Time Work for Pivot team memberships
- Lead the planning, coordinating and execution for all-team meetings, networking events and leadership retreats including slide deck creation and edits, making reservations ,managing budgets, arranging travel, managing catering/F&B needs and set up/tear down
- Managing CEO and Leadership Team calendars and travel arrangements
- Reading, flagging and prioritizing CEO emails
- Communication with internal and external parties as directed by CEO and leadership team to coordinate meetings as requested
- Partner with Talent and Marketing teams to coordinate team and client gifts and company swag items - high end, curated and thoughtful. Lead on employee birthday and work anniversary gifts and communications
- Build and maintain relationships with vendors - events, meeting spaces, swag, etc
- Manage Pivot meetings for the leadership team, ensuring conference rooms are booked and materials are prepared in advance.
- Support Talent Acquisition team with coordination of interview scheduling with our leadership team
- Support onboarding of new Pivot employees (assist in scheduling onboarding meetings for new employee and Pivot team, creating welcome boxes, setting up new devices and day-one hospitality details)
- Take on miscellaneous tasks and projects as needed to support business initiatives such as: researching and touring new office locations, testing new tools, technology, systems and/or device management
- Update key documents and ensure top-notch digital file keeping primarily using the Google suite and MS 365 platform.
- Assist in drafting internal communications for CEO and leadership team for announcements, all-team events, weekly newsletter, etc
- Assist as needed in upcoming migration from Google to MS 365
- Occasionally support consultants in client deliverables (proofreading, copywriting, website updates, etc)
- Managing and organizing files
- Other duties as assigned by CEO and leadership team
HOW YOU'LL MAKE AN IMPACT:
- Incredible problem solver. Assess options for an issue, providing the easiest and most cost effective path to the executive team and execute accordingly
- Significantly reduce CEO and executive administrative time on email, scheduling, and detailed tasks
- Demonstrate a high level of professionalism from managing executive calendars to liaising directly with clients, new hires and candidates
- Assist team in all aspects of administrative support - being a proactive team player, jumping in to offer help and take on new and different duties as the company grows
- You'll inspire us. You'll encourage us to think differently about how we can improve for our team, clients and the Pivot brand.
- You'll be a key contributor to Pivot's executive team, enabling our leadership to have more time to focus on strategic decision-making and driving the company's vision forward.
WHY WE'LL LOVE YOU:
- You're a team player and a go-getter. You'll jump in and deliver quickly and accurately, ensure deadlines are met, keep executives apprised and ahead of client and team needs
- You are happy to roll up your sleeves - no ask is too big or too small
- You bring the sunshine while also encouraging others to achieve their best while fostering a positive and collaborative work environment
- Your written and verbal communication and project and time management skills are top notch. You can work on multiple projects simultaneously, while demonstrating a high degree of accuracy and attention to detail.
WHY YOU'LL LOVE US:
- Progressive workplace culture: We support a flexible schedule and work environment. We offer summer Fridays, paid time off and host frequent team collaborations and celebrations
- We invest in our team: We provide medical and dental benefits, a 401K with company contributions, profit-sharing benefits, paid medical leave, life insurance and long + short term disability options and budget for professional development reimbursement.
- Growth opportunities: As we continue to grow, we are looking for individuals who want to contribute to that growth, whether it's to document a proven process or lead a department. We are here to support you and the skills and development you need to realize and achieve those personal and professional goals.
LOCATION: This position will require in-person 2-3 days per week in the office (located at Life Time Work - Edina, MN) during team days, events, new hire onboarding and key leadership meetings. This person has the option to be remote/work from home on days when the team is not in the office. We're prioritizing candidates based in the Twin Cities.
THINGS TO NOTE:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Regular sitting, standing and walking throughout the day to accomplish tasks
- Interaction with computer, peers and coworkers
- Must have a car and the ability to move 20-30 lbs - will need support for events which will include shopping, setting up, cleaning up, etc.
At Pivot, we embrace diversity and equal opportunity. We are committed to providing an inclusive and collaborative environment for the benefit of our employees, clients and community.
All employment is decided on the basis of qualifications, merit and business need.
