Executive Assistant to the CEO - FloWater

About Us: FloWater, recognized by INC. Magazine as one of America’s fastest-growing companies, has been redefining the future of drinking water since its founding over 10-years ago. We do this by transforming ordinary tap water into ultra-purified, great-tasting premium drinking water that consumers love and trust–while putting an end to the destructive effects of single use plastic water bottles.

In 2022, after nearly a decade of terrific growth and several years of working with Bluewater as its strategic investor, FloWater merged with Bluewater, a global leader in drinking water based out of Stockholm. Now part of a global organization, FloWater remains as a standalone entity in North America, and has continued its growth track with double digit growth over the past two years.

Mission & Outcomes: FloWater was founded with a simple idea and a big vision. As we expand across the United States, we are looking for an Executive Assistant to the CEO and Co-Founder who is deeply committed to our mission of transforming the way the world drinks water and putting an end to single use plastic water bottles. This role plays a critical part in ensuring the CEO and Co-Founder can effectively drive our vision forward, ultimately contributing to the success of our mission to provide the World’s Best Tasting Water.

Great Candidates: You are an exceptionally organized and proactive individual, adept at handling high-level administrative tasks. You excel in managing complex schedules, adapting swiftly to changing priorities, and ensuring the CEO's office operates seamlessly. Your strong communication skills and discretion allow you to handle confidential information with grace, while your keen attention to detail ensures that no task goes overlooked. You thrive in a dynamic environment, demonstrating a proactive and resourceful approach in supporting the CEO and Co-Founder, allowing them to focus on strategic objectives and fostering the company's growth.

Responsibilities and Role:

Scheduling, Calendar Management, and Administration

• Organize and manage the CEO's schedule, including meetings, appointments, and travel arrangements. Prioritize and optimize the calendar to ensure efficient use of time
• Screen and respond to inquiries; initially working to solve them yourself before they reach the CEO, or redirecting and / or escalating them as necessary
• Organize and manage tasks, proactively ensuring that deadlines are met and priorities are handled effectively. Follow up on pending tasks and initiatives to ensure completion and ensure projects, tasks, and the requests of the CEO are being executed on deadline
• Support various projects as required by the CEO, ranging from research, data gathering and analysis, to special assignments and initiatives
• Handle administrative tasks such as expense reporting, document preparation, filing, and maintaining confidential records
• Oversee systems and process management
• Manage scheduling for company executive(s)

Meeting Preparation

• Assist in drafting and editing documents, presentations, reports, and other materials as requested by the CEO. This may include proofreading, formatting, and preparing materials for meetings–candidates must be proficient in creating Keynote and related presentation materials
• Arrange and coordinate meetings, including preparing meeting agendas, materials, and necessary logistics. Attend and take notes during meetings, ensuring follow-up actions are documented and tracked
• Host monthly all-staff meetings and coordinate meeting logistics

Board of Directors Support

• Spearhead the editing process for all quarterly Board decks, Advisor and Investor updates, and staff communication, guaranteeing accuracy and effective messaging
• Build and maintain positive relationships with key stakeholders, including executives, board members, investors, partners, and vendors

Internal Coordination and Communication

• Handle sensitive and confidential information with the utmost discretion. Maintain a high level of confidentiality regarding business matters, executive decisions, and other privileged information
• Act as a point of contact between the CEO and internal and external stakeholders, communicating information, coordinating activities, and managing relationships professionally
• Be a trustworthy self-starter with the ability to adapt to changing priorities and needs and swiftly re-prioritize. Anticipate requirements and take initiative to streamline processes and enhance the CEO's efficiency
• Represent the CEO's office in a professional manner, both internally and externally, maintaining a positive image of the executive and the company
• Interact with teammates and other stakeholders on behalf of the CEO
• Draft, review, and send communications on behalf of company executive(s)
• Monitor and manage the CEO’s email inbox. Prioritize emails and respond when necessary or with proactivity to keep things moving quickly and to minimize distractions or unnecessary projects to the CEO

Travel

• Manage a highly active and fluid calendar across multiple domestic and international time zones, ensuring seamless coordination of complex global commitments and itineraries, at times encompassing over 20-days of travel per month

Ad Hoc

• Engage in problem-solving to resolve challenges and avoid escalating issues to the company leader
• Complete ad-hoc projects as assigned – such as personal events and / or family needs arranging staff social functions, birthdays, etc.
• Assist in planning and coordinating company events, team meetings, and off-site retreats
• Other tasks and special projects as assigned

Candidate Competencies:

• 8 years of experience as an executive assistant
• Demonstrated experience in providing high-level administrative support, preferably in a similar executive assistant or C-suite support role
• Advanced proficiency in the Google Suite, Apple Suite, Microsoft Office Suite, and other relevant organizational and communication tools
• Proven ability in managing complex calendars, scheduling, and coordinating travel arrangements for senior executives
• Strong organizational skills with the capacity to prioritize tasks, manage deadlines, and multitask effectively in a fast-paced environment
• Excellent written and verbal communication skills, along with the ability to interact professionally with internal and external stakeholders
• While not always mandatory, a Bachelor's degree in a relevant field such as Business Administration, Communications, or a related discipline is often preferred
• Any additional training, certification, or coursework related to executive assistance or administration can be advantageous
• Ability to work evenings and weekends as needed

Compensation: This is a full-time, salaried position with a competitive base salary of $75,000 - $82,000, as well as a comprehensive benefits package (medical, dental, vision, F.S.A., 401(k)), partially paid parental leave policy, and Paid Time Off.

Our Commitment: FloWater believes we can perform at our best when we are able to be our authentic selves. We strive to create a culture that celebrates our differences and supports diversity, creating an equitable and inclusive workplace for all. FloWater does not discriminate and provides equal employment opportunities to all employees and applicants regardless of race, religion, color, national origin, gender, sexual orientation, gender orientation/expression, age, marital status, pregnancy, veteran status, genetic information, or disability.

Please note this is not a fully remote position. FloWater has a hybrid model of work. Candidates must be Denver-based and have availability to come into the office two days per week and to travel locally throughout the week in the Denver / surrounding area for various projects, tasks, and activities.

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