Executive Assistant – Technology – Downtown – Exceptional Admins, LLC – Louisville, CO

EA is seeking a professional for an opportunity with Vorto.ai located in the heart of Downtown/LoDo area.

Exceptional Admins (EA) is a boutique company that focuses on placing career minded professionals with growth-minded employers. The philosophy behind the EA process is to deliver top candidates to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, EA takes into consideration the desires of the candidate to produce a complete fit.

About the organization and executive

The team is under 250 professionals with a goal of adding 20 to 30 more by the end of this year. The vibe is high energy. Even though the team is making decisions quickly as everyone is on their toes, they operate with precision. The demands over the past 8-months have produced a ton of growth both with business and team size. It is a start-up environment, meaning all hands on deck, fast (!) moving, and high functioning. The office is located in a refurbished building downtown offering Colorado charm with a fresh modern design. Theres a significant amount of natural light shining through and an open concept. The team can be found working very hard all week and closing out a Friday with a gathering, happy hour or dinner. The staff embodies a mindset that is work-hard and growth oriented. The CEO works 18 hour days. While he has very strong work habits, he doesnt expect his EA to work 18 hour days as well. His desk is amongst the staff in the open area. He can be found energizing the team when sharing his vision and passions. The reason he works so hard is because he wants to change the world as he believes improving processes is the ultimate gift. Hes very much the deal guy and in high demand. He can be found deeply focused during a meeting, then scattered in between meetings. Hes a visionary. The staff is very collaborative working together, in person each day.

Hiring goal

The client seeks a professional who is extremely skilled at being a high functioning Executive Assistant. Your day to day will be very involved and the need to anticipate is high. The role needs someone who can work fast and be precise. The right candidate will be strongly focused on providing incredible service while balancing multiple tasks that support the executive and his visions.


Executive Support 80 %

  • Admin Extraordinaire:
  • Heavy calendar management, i.e. play Tetris and be a ninja
  • Observing and tracking all daily appointments assuring meeting prep is on point and meeting commitments are fulfilled
  • Contact database management tracking old, existing, and new relationships
  • Correspondence support; comprised of monitoring inbox and connecting with stakeholders on behalf of executive while also flagging important emails for Executive to address
  • Lead, support, and follow-up on predetermined tasks associated with new and old business/projects
  • Work closely with the executive team, supporting meeting activities pre and post
  • Support executive with all deal flow and partnership activities
  • Coordinate a high demand commercial, domestic travel schedule, weekly
  • Attend meetings:
  • Create and distribute meeting agenda
  • Track and handle executive(s) action items
  • Track and organize tasks
  • Generate and send follow up emails to participants
  • Maintain and track expense reporting and reimbursements
  • Work with Office Administrator on all hosted meeting needs, including ordering meals, A/V set up, meeting and greeting guests, and wrapping up
  • Managing and organizing files, both soft and hard copies for quick retrieval
  • On occasion, run errands locally
  • Projecting workflow many months out planning for all future activities
  • Hold weekly meetings with executive to support quality execution
  • Help him remember to nourish (i.e. eat) by ordering breakfast juice items and lunches
  • Becoming very aware of blind spots to help managing the things that are falling through the cracks
  • Spearheading private events and hosting activities

Other Support 20 %

  • Support all activities associated with staff members (e.g. 1:1s)
  • Support Leadership Team activities
  • Work with his wife to organize house dinners and gatherings
  • Support any ad-hoc projects that result in research or coordinating when hosting investors
  • Connect with his wife on any small project needs, monthly
  • Coordinate CEO town hall sessions
  • Help with monthly all-company huddles, Town Hall meetings
  • Work closely with the CFO on any needs for CEO
  • Support CEO with company culture initiatives, i.e. happy hours and retreats


Candidates will be considered in totality of their skills and experience versus strict interpretation of must haves.

  • Adequate years of applicable administrative experience
  • Tech company experience, a plus
  • Start-up experienced, needed
  • Proficient with Microsoft Office 360 + SharePoint
  • Knowledgeable with CRM (Salesforce)
  • Proficiency with G-Suite, Expensify, and Slack; ability to learn various software platforms
  • Professional demeanor with excellent verbal and written communication skills
  • Self-starter and forward thinker
  • Ability to work independently with little supervision
  • Ability to work with fast-moving personalities

Company Offerings

  • Salary: $85k to 115k
  • Hours: Full-time. Flexible hours and may require to perform some work during weekends
  • 401(k)/Profit sharing: eligible to participate 30 days after the date of Hire. Match up to 3.5%
  • Holidays include: *The company observes market trading days

o New Year’s Day

o Memorial Day

o Independence Day

o Labor Day

o Thanksgiving Day

o Christmas Day

  • Healthcare provider/benefits: Anthem BCBS Health Insurance
  • Short-term disability insurance – 100% company paid
  • PTO offered
  • Guardian Vision and Dental Insurance – similar split as above
  • $50k life insurance policy – 100% company paid
  • Parking: Company paid parking or transit pass
  • Culture: Family culture, encourage a spirit of excellence
  • Office Perks: coffee, soft drinks, snacks, happy hours
  • Located near public transit hub

Is this the right fit for you?

The ideal employee would meet 8 out of the 10 attributes to be successful (and fulfilled) in this role:

  • You would be described by many as very organized and detail oriented
  • You use investigative skills when enhancing processes
  • Youve worked with a high functioning always on leader, therefore your anticipating skills are sharp
  • You want to work hard every day
  • You can work autonomously
  • Exceptional problem-solving skills where challenges dont fluster you but energize you to figure-it-out
  • You like to ask questions to confirm expectations
  • You want to be around high performing professionals
  • You love to write everything down
  • Would self-describe as very driven, thorough, and thoughtful

The company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, and background investigations.

Job Type: Full-time

Pay: $85,000.00 – $115,000.00 per year

Source: Indeed.com
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