Executive Assistant, doola
U.S. business registration service
Job no longer available
U.S. business registration service
21-100 employees
Job no longer available
21-100 employees
Company mission
To unlock the potential of human entrepreneurship and democratize access to wealth creation by empowering anyone in the world to turn their dream idea into their dream US business.
Role
Who you are
- 2+ years of executive assistant experience
- Strong time-management and people skills, flexibility, and multitasking ability
- Advanced computer skills and experience with online platforms
- Proficiency Microsoft Office, with aptitude to learn new software and systems
- Bachelor’s degree or equivalent
- Previous success in office management
- Engaging personality and optimistic outlook
- Experience developing internal systems
- Ability to handle confidential information
- Prior relevant experience supporting an executive at a financial services firm preferred
- Must have strong experience in Google and Microsoft Office programs
- Event management software and planning experience a plus
- Solid travel booking experience
- Excellent communication skills
- Strong organizational and project management skills
- Discretion and judgment, with the ability to handle sensitive information discreetly
- Have a proactive and anticipatory nature
- A resourceful person with the ability to build relationships within the firm as well as with external stakeholders
- High diligence with the ability to balance competing priorities
- Strong problem-solving skills
- Able to be calm under pressure while keeping schedules and operations running smoothly
- Able to work independently as well as in a team
- Must have an attitude of “no task is too big or too small” and be willing to wear many hats
What the job involves
- We’re in need of an executive assistant to our CEO who will also serve as global office manager
- Work directly with our CEO to divide and conquer initiatives and also help leverage their time. For the right EA and CEO combo, 1 + 1 doesn't = 2. It equals 3
- Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character
- Ensure peak organizational operations and provide preventative measures by identifying issues
- Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identified
- Oversee office interactions, responding to requests and questions
- Maintain office efficiency by maintaining appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment
- Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, booking travel, maintaining filing system, mailing and shipping packages, and updating contact database and employee list
- Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food delivery as needed
- Manage all aspects of the office’s space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested
- Schedule meetings with internal stakeholders, external agencies, vendors, and other constituents as needed within the team
- Schedule and organize meetings, as well as send calendar invites and book conference rooms
- Book Travel (both domestic and international) and file related expense reports
- Track and organize contracts and invoices across the Marketing team
- Help with conference and sponsorship management, including registering, paying, organizing, and tracking attendees, as well as speaking with organizers when applicable
- Manage firmwide headshot process in line with corporate standards
- Manage small events from end to end that do not fall under the scope of the event management team
- Assist exec as needed with various projects and needs
Otta's take
Sam Franklin
CEO of Otta
Lots of people have great ideas, but the skills needed as an entrepreneur don't necessarily include the time-consuming and difficult work of business administration. Doola is a "business in a box" service, aiming to provide everything a startup needs to launch as a limited liability company in the US, including a bank account, tax support, and access to US payments.
Doola is aimed squarely at smaller-scale businesses and the creator economy, which is a smart move given the rapid proliferation of small-scale startups in recent years. This is partly driven by the US Census's project to generate millions of new business applications and by the rise of monetized content platforms like Twitch and Youtube. So far doola has been used to launch thousands of companies from 130 different countries, and the company is experiencing 7x year-on-year growth.
Between 2022 and 2024, Doola closed funding rounds amounting to $9 million, which are being used to hire new talent in product, engineering, and R&D, and extend its marketing reach. In the longer term, the company is aiming to provide a payments solution, utilising the extensive data it has gathered on startup operations to offer financial services that will supplement its core product.
Insights
Few candidates hear
back within 2 weeks
Company
Funding (last 2 of 3 rounds)
Jan 2024
$1m
EARLY VC
Nov 2022
$8m
SERIES A
Total funding: $12m
Company benefits
- Creative and design freedom on a lot of your projects
- Generous PTO / sick leave
- Free food and snacks
- Annual company retreat
Company values
- Taking initiative with a full-stack mentality - We aren't a team that accomplishes goals by way of micro-managing. We're a team of self-starters who can take unclear initiatives and run with them. Each of us is a strong believer in fully owning and understanding the parameters of our projects and attacking tasks on an end-to-end basis to ensure they are followed through
- Strong opinions, loosely held - Here at doola, no questions or thoughts are considered off-limits. Everything we do is centered on delivering value to our customers. We can only do this well by leaving our pride and ego at the door. We own up to our mistakes and always share positive feedback with each other
- Communicate with candor - We are a global team working from multiple corners of the world. Our style is a hybrid of asynchronous and synchronous communication. That said, some things may get misinterpreted or lost in translation. We maneuver through this by embracing it in the spirit of strengthening our relationships. Always communicate with candor about what your intentions are
- Aim for your full potential - We are here to disrupt a stagnant industry and change the lives of millions of entrepreneurs. Where we at doola innovate comes from you and your intention of how you want to unlock your own potential. Be extraordinary, not ordinary
- Be trustworthy and always ready to help - We hold our mission dear in terms of turning entrepreneurs' dreams into reality. This means doing so compliantly and with high accuracy. Trust is a critical component of who we are and what we do - both with each other as team members and of course, with our customers
- Urgency and focus to execute - As a fast-paced, early-stage startup with a massive opportunity for the taking, urgency, and hustle are critical in order to get the ball moving. This is not a structured, slow-paced environment. Each day, we're facing new initiatives and opportunities. Rome wasn't built in a day, but they were laying bricks every hour; with our global team, so are we
Company HQ
Chelsea, New York, NY
Founders
Arjun Mahadevan
(CEO)Experience as Venture Capital and Entrepreneurial Management Teaching Assistant at The Wharton School. Product Manager of Growth for Dropbox from 2016 to 2019.
JP Pincheira
(Co-Founder)Experience as Frontend and iOS Developer for XING from 2013 to 2018. Co-founder of Standups from 2018 to 2020.
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