Administrative + Operations Lead

You

This is the “you were there at the precipice of explosive growth, and quietly + steadfastly supported the completion of the company’s KPIs and milestones because of your incredible efficiency, organizational unicorn superpowers, and innate ability to stay on top of it, get ahead of it, and act quickly” type of opportunity. 

You are buoyed by mountains of emails, slacks, texts, asana tasks, google doc tags, and efficiently mine each thread you’re cc’d on for details that will help you do your job without having to ask; you see the matrix in backlogs of scheduling requests, digital paperwork, tracking of responses, and understand the growth opportunity to be had in being immersed in the minutiae. Without you, critical meetings wouldn’t get on the calendar, projects wouldn’t move forward, KPIs would get off track, and our C-Suite team is mired in a backlog of tasks that prevent them from steering our ship.  

You are beyond resourceful, keep up with the latest news in the world and in our space, care about health (including yours), and are so proficient in problem-solving and all things interweb and techy that friends and family feel guilty about taking advantage of your ability to help them with anything from iPhone synching failures to planning their weddings, and wonder if they need to start paying you for your assistance. 

While no one would ever call you a wallflower, you know how to be the silent partner and critical observer/listener in all interactions, and you understand that being cc’d or bcc’d on a thread is a welcome invitation to support the sender + responder in tracking, following up, and making sure that questions are answered, deliverables are sent, and projects reach their full potential and final endpoint. To you, listening and behavioral pattern recognition is the key to unlocking information that will allow you to do your job and support your team. 

“Closing the loop” is an obsession of yours; you don’t just follow-up for the sake of checking the box to say that you did; you consider timing, audience, and a host of other variables and context before you reach out. While you always act quickly, you also don’t act in haste; double-checking and triple-checking, critical thinking, and contextual analysis are your prized skills. 

You are an exceptional writer of the less-is-more bent; discretion is your baseline operational foundation, and you know that getting to the point in a kind, professional, and friendly manner is where you’re most effective. You re-read, grammar check, and “reply-all vs. reply vs. cc vs. bcc” check every email you send. Emails aren’t conversations to you; they are clear steps to action. =

You are a sponge of information tangible and intangible; you understand that how and why things are communicated are as important as the “what.” Diligent is your middle name; you wake up every morning with a clear action plan and list of priorities that you tackle head on, and you also know how to re-prioritize at the drop of a hat when urgent needs shift. You loathe stagnancy and find efficiencies in everything. You approach every task and process with a keen eye for project management, and are quick to implement and codify a work stream into the appropriate software platform to organize and plan work thoughtfully, especially when multiple stakeholders are involved. 

You know when your time and tasks need to be prioritized amidst an onslaught of incoming needs. You know how to balance your bandwidth across multiple tasks and projects, but also how to ask for help; you find it difficult to say “no” but you know when you need to reach out and collaborate with your team in order to get projects to completion. You are comfortable with ambiguity as a jumping-off point; you don’t stop at the first or second or even third roadblock, and find creative and kind ways to make sh*t happen, even when it seems impossible. 

While you could spend all day in front of the computer and not skip a beat, you also are resourceful in the street-sense meaning of the word. You know there’s just as much efficiency to mine in knowing how to arrange a package pick-up and preparing for office incoming deliveries ahead of time; you think about how to make life easier for all parties involved logistically, but you’re also ready to handle it yourself by dropping off a sample or gift impromptu. After you’ve repeated a certain task or tested a routine a few times, you always wonder, “how could I optimize this and get the same thing done in less time?” You’ve shipped a million gifts, important documents, and random but nevertheless critical possessions people have forgotten on that trip they just took off for, and you know when to use FedEx vs. DHL vs. USPS.

The way our office looks when someone walks in is marketing—it communicates that we care about our space, that we care about our team, that we understand the meaning of service. For the team and our office, there are gifts to send, printers to fix, company decisions to weigh in on, opinions to be given on the small stuff and the big stuff, culture to shape and contribute to, and a million things we’re not thinking of because you’re the one that thinks about everything, down to the last detail. No task is too small for you because you know that important details and needs come in all shapes, sizes, and forms; in fact, you pride yourself in being able to do virtually anything (or learn it quickly by googling it or mining your 100+ contacts for tips). 

For our C-Suite Executives in a remote-first environment (think time zones 15+ hours apart), there’s the fine art of scheduling—in the post 2020 work culture that we now find ourselves in, every decision and discussion that needs to be had ultimately means a calendar invite needs to be sent, attendees need to be confirmed in the RSVP “yes” column, multiple zoom accounts need to be utilized to avoid that “no overlapping meetings problem,” share screen and record settings need to be double-checked, and the art of considering whether its wise to book back-to-back when certain important meetings will inevitably run over; well, it’s all a part of our new remote and fully globalized digital world that you mastered before “working virtually” became buzz words. 

When you are killing it, the C-Suite team has unlocked the bandwidth to create the most value in their respective areas externally, while the internal team feels prioritized, considered and inspired to do their best work.

You get joy and fulfillment from being of service to those around you, and you are also excited about the growth opportunity and where this could lead because you have a knack for picking anything up. You’re insatiably curious, kind and empathetic with an unrivaled work ethic. You want to work with and learn from an incredible group of equally curious and motivated humans. If you’re reading this and jumping up and down saying, “it’s like they were inside my brain writing this,” please reach out.

Who you are:

• 3-5 years relevant experience supporting C-Suite Executives administratively, experience supporting multiple executives at once a plus 

• A “cosmos is the limit,” “out-of-the-shipping box” mentality

• Extreme attention to detail, organization, and agility in juggling cross-company and executive tasks

• Exceptional writer and communicator; impeccable grammar + spelling 

• Effective manager of Google Calendar and Drives, and keen, detail-oriented ability to manage C-Suite calendars and busy inboxes by taking action, tracking, and following up as needed via PM software platforms such as Asana, Confluence, etc.

• Excellent communication, teamwork, interpersonal, and customer service skills; innate sense of professionalism, discretion, diplomacy, tact, and friendliness both in person and digitally 

• Keen listener and recorder of instructions and details in fast-paced environment and ability to process and act on instructions quickly; fastidious follow-upper

• Extremely versatile and resourceful

• Meticulous project management skills + ability apply those to PM software (Asana, Confluence, Jira, etc.)

• Technologically savvy—GSuite, Asana, Slack, etc. 

• Comfortable working internationally across languages and cultures

• Hands-on experience with shipping, errands, office maintenance, security, and general tasks such as fixing printers, operating appliances, projectors, setting up audio-visual needs, transportation of materials, catering, etc.

• You aspire to make every space as clean, organized, and functional as a Muji store

• Comfortable working independently and with minimal supervision, ability to work under tight deadlines while maintaining focus under pressure

• Exceptional common sense prioritization and strategic thinking, results oriented + entrepreneurial mindset

• Impeccable sense of discretion, extremely trustworthy, reliable, and mindful when tasked with confidential data and projects

• An unquenchable fascination for building a well-oiled machine

• Comfortable with ambiguity and nimble with direction as the company grows to operate at scale; quick-learner and implementer of new processes

• Committed to education and deepening self-learning and understanding of Seed, our products, and the science and knowledge that empowers our health

• Able to work in-person at our office in Venice, CA

What you’ll do:

• Array of administrative tasks including scheduling and calendaring, generating and formatting drafts of correspondence and follow-ups, deck outlines/research, creating and tracking spreadsheets for VIP and ecosystem mailing/shipping addresses, birthdays, and contact info

• Schedule C-Suite calendars + critical team and group meetings ensuring calendar invites are clearly named, issued, and RSVP'd

• Project Manage inbound priorities for C-Suite Team by effectively employing PM software such as Asana, Confluence, Jira, and more

• Support efficiency of calendaring by proactively confirming and resolving conflicts that may arise in concert with C-Suite Executives, and assist in ensuring executive and team meetings stay on track; strategic and critical assessment of priorities for scheduling by asking appropriate questions

• Support follow up for operational and team initiatives (and all the things that come up during the day, wherein a simple cc: to you means it will be done and handled)

• Administratively support complex projects with multiple moving pieces (i.e. office meeting, Scientific Advisory Board meeting, a new project that comes up on a Thursday morning that needs to be done by Friday afternoon, etc.)

• General packing + shipping, including creating + printing shipping labels, packing + opening packages, breaking down boxes, booking couriers, redirecting packages and mail as needed, dropping off samples or delivering to local USPS, UPS, FedEx locations

• Office Maintenance, including but not limited to plant care, arranging cleaning + landscape maintenance, trash + recycling, water delivery, checking + scanning important mail, loading and unloading dishwasher, checking security cameras and changing batteries, tidiness + Muji-store-esque organization, coordinating handyman services and appliance maintenance as need, general WIFI maintenance + tech support

• Office workstation set-up and logistical planning + coordination Office opening and closing, and lock up when needed

• Improve current processes and coordinate organizational procedures for optimized efficiency and productivity

The annual pay range for this full-time position is $90k - $100k + equity + benefits across all US locations (this position is 100% remote-US). Our pay ranges are guided by discipline, level and experience required. Within the range, individual pay may vary based on additional factors, including: your specific location, desired skills/ technical competency, relevant experience and advanced education/ training. Benefits include: Medical, Dental, Vision, Life, AD&D, LTD, Mental Wellness, EAP, Wellness Stipend + 401(k) match.