Executive Assistant (Hybrid)

About Shipium

Shipium is on a mission to solve the ‘Prime problem’ that modern retailers face today—how to make fast, free, and on-time delivery promises a cornerstone of the customer’s shopping experience. We work with both fast-growing companies and well known large retailers to cut costs, speed deliveries, and increase flexibility through great APIs, easy integrations into existing infrastructure, and powerful services optimizing the full retail supply chain.

We’re building tech that connects previously fragmented systems and automates complex supply chain decisions to deliver speed and value across operations.

Founded in 2019 by supply chain technology experts from Amazon and Zulily, the company is on a mission to help every eCommerce company provide its customers a great delivery experience while simultaneously reducing their costs to fulfill orders.

SUMMARY:

This dynamic position puts you at the heart of Shipium's leadership, managing the fast-paced schedule and communications for our CEO and, when needed, our senior leadership team. As the proactive and business-savvy "right hand" to the CEO, you'll play a crucial role in driving the company's initiatives and goals forward. You'll be the linchpin that ensures daily operations run seamlessly, empowering the CEO to focus on strategic leadership and accelerating business growth. With the CEO's time zone as your guide (within the continental USA), you'll provide essential support to keep the business moving at full speed. While only needing to be in the office a couple days a week there are numerous office management duties that will need to be handle while you are in the office in the heart of Downtown Seattle.

WHAT YOU WILL DO:

Be the CEO’s Gatekeeper: Act as the crucial point of contact between the CEO and executives, employees, clients, and external partners. You'll ensure smooth communication and safeguard the CEO’s time by managing access and filtering requests.

Master of Information Flow: Keep the business humming by managing the CEO’s inbox, ensuring urgent matters are handled with precision and speed. Use your judgment to commit the CEO’s time wisely and filter out distractions.

Prioritize with Precision: Assess what demands the CEO’s attention and delegate or handle tasks yourself as needed, keeping everything on track and on time.

Anticipate and Act: Stay one step ahead by anticipating the CEO’s needs and proactively managing their workload, ensuring they have what they need before they even ask.

Streamline Internal Communication: Develop and maintain efficient workflows to ensure the CEO and leadership team stay on top of priorities, deadlines, and follow-ups, keeping everything running like clockwork.

Time-sensitive Alerts: Keep the CEO informed of urgent and high-priority issues, ensuring no critical matter slips through the cracks.

Calendar Commander: Manage executive calendars with foresight, setting up meetings that align with business priorities and ensuring everything runs smoothly.

Meeting Maestro: Organize and prepare for meetings with precision, handling logistics, gathering materials, and ensuring everything from space bookings to catering is spot on.

Project Powerhouse: Tackle a variety of special projects, from creating presentations and reports to handling expenses and sensitive information, all while maintaining strict confidentiality.

Company Insider: Maintain a deep understanding of Shipium’s business, operations, and key players, becoming a go-to resource for company knowledge.

Travel Guru: Arrange travel and accommodations for the CEO and leadership team, ensuring every detail is handled with care. Support other team members’ travel needs as required.

Office Operations Manager: Keep the office running smoothly by managing supplies, maintaining executive preferences, and ensuring the space reflects Shipium’s high standards.

Building Liaison: Act as the point person with the landlord, handling service requests, tenant needs, and package deliveries on behalf of Shipium.

Meeting Minute Maven: Capture and relay meeting minutes and summaries in a timely manner, ensuring key takeaways and action items are clear and accessible, particularly for remote staff.

Agenda Architect: Help create and maintain meeting agendas, keep attendees focused, and ensure meetings are productive and on point.

Communication Conduit: Screen and direct phone calls, manage correspondence and keep the office communication channels flowing smoothly. Handle voicemail and mail duties with precision.

Organizer Extraordinaire: Maintain and organize the office filing system, company swag, and branded materials, ensuring everything is tracked, distributed, and maintained efficiently.

Support Across the Board: Offer administrative support to other divisions and teams as needed, always ready to jump in based on business requirements.

And More: Embrace the variety of tasks that come your way with enthusiasm and dedication, contributing to the overall success of Shipium.

EXPERIENCE:

Bachelor’s degree, and/or 5+ years related experience in an Executive Assistant or Administrative level role in a fast-paced startup or high-growth environment, preferably supporting multiple executives, with an understanding of the SaaS marketplace and/or tech environment; or equivalent combination of education and experience, this is a Hybrid role and requires that you are in the office at least 2 days a week. MS office whiz, Zoom and other remote working platforms are a must.

At Shipium, Employees enjoy full medical, dental & vision coverage (with 50% coverage for dependents), optional life insurance and long-term disability coverage, a 401(k) retirement plan, fully remote work-from-home options in 21* states, 8 paid weeks of parental leave, 12 paid holidays annually, self-managed vacation time, sick & safety leave, and volunteer time off.

Shipium is committed to creating a diverse environment and is proud to be an equal-opportunity employer. Women, people of color, people with disabilities, and veterans are strongly encouraged to apply. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. If you need reasonable accommodation because of a disability for any part of the employment process, please email Human Resources (hr@shipium.com) and let us know the nature of your request and your contact information.

This applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and mentorships. Shipium makes hiring decisions based solely on qualifications, merit, and business.

*Although based out of Seattle, WA, Shipium is 100% remote in the following states only: Arizona, California, Colorado, Connecticut, District of Columbia, Florida, Idaho, Illinois, Indiana, Massachusetts, Maryland, Michigan, Missouri, Montana, New York, North Carolina, Ohio, Oregon, South Carolina, Texas, Vermont, Washington & Wisconsin.

Shipium participates in E-Verify

We do not provide any type of sponsorship either now or in the future, only those with Green Cards, US Citizens, or Permanent Residents are eligible for hire. We do not transfer H1Bs, or OPTs and we do not allow employment outside of the USA or C2C