Executive Assistant to CEO

As Executive Assistant to the CEO, you will be an integral part of our company’s system. You will do far more than support the CEO; you will be a true partner in both their and the company’s success. You will serve as an extension of Balsam’s CEO, acting or making decisions on their behalf. You will utilize your unique insights to prioritize commitments and flex schedules. You will serve as both the hub of the wheel and as a master mechanic, connecting internal team members and external partners to the CEO in the appropriate manner, using your expert judgment and intuition. In your role as EA to the CEO, you will support not just a sliver of Mac, but his full self, including a wide range of professional and personal priorities.

This full-time position reports to the Manager of Executive Administration and is expected to work in a hybrid model, which currently includes Monday, Tuesday, and Wednesday in-office. We are looking for people based near Redwood City, Portola Valley, or Menlo Park, California, with the ability to drive and promptly respond to in-person requests as needed.

 What you’ll do:  

• Executive Assistance:
  • Serve as the first line of support for those needing the CEO. Research, prioritize, and follow up on incoming issues and concerns, including tight timelines and sensitive information
  • Serve as Master Calendar Optimizer. Support the CEO in managing their time and schedule by:  
    • Communicating and prioritizing relentlessly, optimizing their calendars with professional and personal commitments
    • Keeping the CEO informed of and prepared for upcoming commitments and responsibilities and following up appropriately
    • Prioritizing conflicting needs; handling matters expeditiously and proactively
  • Serve as liaison for your executive, as needed, with external partners and team members
  • Process written and verbal correspondence on behalf of your executives. E-mail organization as needed 
  • Prepare and submit monthly expense reports
  • Anticipate the CEO’s needs and proactively address them
  • Identify and resolve potential bottlenecks or conflicts in the CEO’s schedule and responsibilities
  • Assist with or coordinate ad hoc special projects, events, and additional executive assistance, as needed  
• Specific Duties for CEO:  
  • Support all facets of complex and detailed global travel, including but not limited to owning logistics, itineraries, meeting agendas, and coordination
  • Assist with various personal projects and tasks (~30% time)

 You’ll be successful if:  

• You are deeply relationship-oriented and value building relationships up, down, and across organizations 
• You find fulfillment in the unpredictable, ad hoc special projects that come your way
• You exude flexibility, both in terms of role and schedule. (There will be occasional work beyond the 9-5 timeframe.) 
• You bring experience working as an Executive Assistant in a growing company, intent on retaining the most special aspects of its culture while scaling for the next chapter  

What you bring to the table:  

• 8+ years of experience assisting senior leaders
• Relentless drive to pursue excellence, combined with judgment to prioritize against individual and company goals  
• Calendar Jenga skills: a knack for coordinating schedules of very busy people to ensure optimal collaboration time  
• Resourcefulness and adaptability: 
  • You are game for a dynamically changing and sometimes ambiguous environment  
  • You embrace evolving priorities and shift gears easily and often
  • You work efficiently with minimal guidance
  • You have a unique ability to “see around corners.” You anticipate needs before they arise and ensure that everyone is as prepared as possible for efficient and successful collaboration
• You predict the needs of and provide support to your executives, especially when they are out of office 
• Forward-looking thinking: you actively seek opportunities and propose solutions. You have a passion for optimization and process improvement
• The highest level of discretion and confidentiality to handle sensitive information. Strong sense of integrity, both internally and externally. You exercise poise, tact, diplomacy, professionalism, and discretion  
• Continual attention to detail in composing materials, establishing priorities, and meeting deadlines 
• Exceptionally strong organization and time management skills, dependability, and follow-through
• Strong communication (verbal, written) and interpersonal skills (high EQ!). Exceptional ability to interface with all levels of the team and a wide range of external partners
• Can-do and positive attitude: you are welcoming, considerate, resourceful, and quick on your feet
• Valid driver’s license and proof of insurance (this job may require driving on company time)
• Bachelor’s degree preferred  

About Us: Balsam Brands is a global, omnichannel retailer with roots in holiday and home décor. We strive for excellence in everything we do and present a unique opportunity for those seeking to have a meaningful impact in a people-first company that values relationship building, authenticity, and doing the right thing. We have steadily growing teams in Boise, the Bay Area, Dublin, Mexico, Canada, and the Philippines.

The company's purpose is to Create Joy Together. We empower our team and partners to love what they do, provide products and experiences that inspire meaningful moments with family and friends, and give back to our families and communities in impactful ways. When you join Balsam Brands, you'll find a culture of caring people doing challenging work and building a welcoming workplace.

• Check out our flagship brand, Balsam Hill: www.balsamhill.com
• Balsam Brands in Forbes: https://bit.ly/balsambrandsforbes2023
• Balsam Brands on LinkedIn: http://www.linkedin.com/company/balsam-brands/
• Glassdoor: https://bit.ly/balsambrands-glassdoor

At Balsam Brands, we strive to offer a competitive compensation and benefits package. For permanent, full-time team members, our current package includes:

• Competitive compensation, including a cash-based incentive plan; salary is reviewed yearly and may be adjusted as part of the normal compensation review process
• Comprehensive Medical, Dental, and Vision coverage, with 100% of monthly premiums covered for team members, and 85%+ employer-paid premiums for other coverage tiers that include dependents
• Up to $2,000 annual funding toward HSA accounts
• Medical, transit, dependent care FSA
• Infertility coverage offered on all medical plans
• Generous parental leave program and flexible return options
• Company-paid life and AD&D insurance
• Company-paid short and long-term disability insurance
• 401(k) with dollar-for-dollar company match up to $4,000 per calendar year
• Employee Assistance Program (EAP) and other mental health and wellness perks
• Paid holidays, annual shutdown week, PTO, and volunteer time-off (VTO) packages
• Paid 5-week sabbatical leave after 10 years of employment
• Annual continuous learning benefit up to $1,000 per person, per fiscal year
• Up to $300 flexible reimbursement to support setup of new team member's work-from-home environment
• Generous team member merchandise discount
• Valuable extras: identity theft protection, subsidized parking, monthly wellness, pet insurance, accident & critical illness insurance

The base pay range for this position is: $113,000 to 141,000. Where an individual falls within that range will vary based on several factors including geographic location and may vary depending on candidate qualifications and experience, applicable skills, and other job-related factors. We benchmark our pay ranges against current external data sources and regularly review compensation for our team members. Balsam Brands is committed to providing our team members with an internally fair, externally competitive, and fiscally prudent total compensation package administered in a simple and consistent manner.

At Balsam Brands, we strive to build a diverse, equitable, and inclusive team to fulfill our purpose to create joy together. Balsam Brands is proud to be an equal opportunity employer. We encourage people from all backgrounds, ages, abilities, and experiences to apply. We do not discriminate on the basis of race, ethnicity, religion, national origin, citizenship, marital or family status, disability, sexual orientation, gender identity or expression, pregnancy or caregiver status, veteran status, or any other legally protected status. We will ensure that individuals with disabilities are provided reasonable accommodations to participate in the job application and interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

#LI-Hybrid

All your information will be kept confidential according to EEO guidelines.