Administrative Assistant

Do you thrive in fast-paced environments? Do you have a keen sense of prioritization and the ability to determine what is most important and what can wait?

Evolv is looking for an Administrative Assistant to help increase productivity for the Executive Team by helping to tackle both tactical and strategic requests. This role will be essential in enabling our Executive Team to become more future-oriented. In this role, you will help enable the Chief of Staff, and manage daily support and work to think through future planning.

Success in the Role: What are performance outcomes over the first 6-12 months you will work toward completing?

In the first 30 days, you will:

• Meet with the Chief of Staff and learn the cadence of the Executive Leadership Team.
• Meet with members of the Executive Leadership Team (in person and virtually)
• Begin to build relationships with Executive team members and assist the Chief of Staff with calendar management and coordinating meetings.
• Develop a general understanding of the organizational flow and begin to help action immediate requests (signatures, calendar requests, reserving travel, expense reporting, etc.).
• Become comfortable and familiar with internal systems, processes, and people.
• Help coordinate meetings logistics and in-office events for the Executive Leadership Team.

Within 3 months, you will:

• Schedule and coordinate meetings on your own, make decisions (within reason) on how to action requests independently, and work towards troubleshooting or problem solving independently.
• Have built relationships with the Chief of Staff and members of the Executive Team and Investor Relations and continue to find ways to help action administrative tasks when they arise.
• Have a general understanding of what each team does across the organization and develop a sense of whom you can go to when more information is needed.
• Assist the Chief of Staff in preparing presentations and meeting materials, as well as ad-hoc Board support.
• Handle confidential information to support the Chief of Staff with the utmost discretion.
• Have built a presence in the office as a familiar, reliable face ready to help where needed.

By the end of the first year, you will:

• Be seen as a reliable person who can help execute items quickly and efficiently – or reach out to the appropriate person who can help them.
• Develop trust and rapport amongst the Executive Team.
• Have a can-do attitude and see problems as an opportunity to solve them.
• Will have built rapport with everyone on the leadership team and have an excellent working knowledge of how the organization operates.
• Provide recommendations if you sense friction or tension.
• Be comfortable enough to ask questions when something does not make sense and act as a proactive gatekeeper for the Chief of Staff and Executive Team.

• Communication Liaison:
  • Able to build rapport and meet with Executive Team independently as needed.
  • Has a sense of cross-functional dynamics throughout the organization and keeps the leadership team informed as appropriate.
  • Assists Chief of Staff with managing email communications. Uses sound judgment to respond as appropriate or delegates to key team members.
  • Acts independently and confidently in the decision-making process
  • Supports the Chief of Staff with initial drafts of communications, deliverables, and presentations.
  • Helps facilitate timely signatures for important and sometimes confidential documents.
• Proactive Calendar Management:
  • Coordinates complex scheduling and extensive calendar management for members of the Executive Team. Offers ideas and recommendations on how the team should best utilize time.
  • Prioritizes meeting requests while troubleshooting conflicts; makes judgment and recommendations to ensure smooth day-to-day operations.
  • Ability to look ahead and proactively anticipate needs for travel, meetings, and projects while taking the independent initiative to coordinate details.
  • Makes travel arrangements and processes expense reports on a timely and proactive basis.
• Meeting Coordination:
  • Assists in coordinating monthly executive meetings, logistics, and other meetings as requested. Works to solve office space constraints and ensures smooth day-to-day operations for the in-person team at HQ.
  • Attends meetings for note-taking purposes and informs the team of key takeaways.
  • Assists in on-site logistical support for Board meetings and other company-wide meetings.
• Special Projects:
  • Completes projects and assignments by seeking to understand objectives, managing time, collaborating with others, and providing progress updates
  • Proactively looks to “plug the holes” or action requests without prompting.
  • Anticipates the needs of the Executive Team and provides solutions.
  • Develops draft PowerPoint slides and documents as needed.
  • Able to serve as a proxy for current Chief of Staff in their absence
  • Provides ad-hoc support to Investor Relations function during quarterly earnings period.

• You will be joining the Executive team and reporting directly to the current Executive Assistant.
• The team culture is one based on building trust, collaboration, on-going development through kindness, authenticity, courage, drive, and fun!

• This role is based out of the HQ in Waltham, Massachusetts with some flexibility in being remote some days.

Benefits

If you want to solve one of the most difficult issues of our time and save lives doing it, you want to work at Evolv. We are passionate, knowing that what we do and how we do it can affect life or death situations for our customers. At Evolv, you will have unparalleled exposure to all aspects of our business, working with a talented team that shares our vision for a safer world. If you are inspired by invention and gain satisfaction from seeing how your work impacts the bigger picture, Evolv will be a great fit.

• Equity is an important component of every compensation package
• Flexible work environment
• Unique culture
• Medical and dental insurance
• 401(k) plan
• Unlimited vacation policy
• $300 per quarter to spend on the perks that are most meaningful to you
• Tuition Reimbursement

Evolv Technology (“Evolv”) is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We welcome and encourage diversity in the workplace, and all employment decisions are made without regard to race, color, religion, national, social or ethnic origin, sex (including pregnancy), age, disability, HIV Status, sexual orientation, gender identity and/or expression, veteran status, or any other status protected by law in the locations where we operate. Evolv will not tolerate discrimination or harassment based on any of these characteristics.

Evolv is committed to offering an inclusive and accessible experience for all job seekers, including individuals with disabilities. If you need a reasonable accommodation as part of the job application process, please connect with us at [email protected].