Executive Assistant to COO and CMO - Hybrid

ULTRA MOBILE is seeking a talented Executive Assistant to join the Human Resources team in Costa Mesa, CA! Individual reports to Lead, Executive Admin. Role is hybrid.  

This role is a hybrid opportunity that requires a local commutable distance to the HQ Costa Mesa, CA office as needed.

ABOUT THE ROLE

The Executive Assistant provides strategic executive support to the Chief Operating Officer and Chief Marketing Officer.  This is a hybrid role with a blend of working  from home (85%) and in-office (15%) as needed. This role will support the two most high performing C-Suite Executives in the organization. As the executive admin, you need to be on top of your game - being proactive, taking the initiative and identifying what COO and CMO needs before they even ask for it. While the EA will be responsible for the day-to-day administrative functions, your real value will come into play by being an extension of the office of the COO and CMO. 

Your usual day of awesomeness includes:  

Executive Time Management 

• Own the calendar and scheduling for the COO and CMO.
• Meet and prioritize meeting schedule with each C-Suite Executive to ensure time is efficiently prioritized and scheduled.
• Research, coordinate and execute Senior Leadership Offsites, Quarterly Business Meetings (QBRs) and weekly staff meetings. 
• Schedule all travel accommodations which include flights/transportation, hotel reservations, meals, and entertainment. 
• Ensure the proper individuals are booked with Executives in order to facilitate the progression of projects and tasks.

Expense Management 

• Research best pricing for accommodations related to Executive travel.  
• Submit all Travel and Expense (T&E) within 10-days of travel completion date.

Relationship Management 

• Coordinate all interactions and meetings with clients, vendors, and affiliates.
• Partner with their Executive Admin to ensure meetings are scheduled and start on time.

Meeting & Event Coordination 

• Own and run the L10 meetings (weekly) for Operations and Marketing.
• Record, compile, and transcribe and distribute meeting  outputs.
• Coordinate any F&B needs, book conference rooms, couriers, etc. 
• Put together Google slide presentations that may require handling and protecting of confidential information.
• Follow-up with meeting attendees to ensure outputs are completed by the necessary due date.
• Ensure all documents needed are prepared in advance of meetings. 

Project and Tasks Management 

• Ensure Executive tasks and action items are well documented, delegated and followed up on with the appropriate person.  
• Project tasks each SLT tasks from L10 meeting.
• Assist Executive’s direct reports with travel, scheduling, follow-up, etc.

Written Communication

• Correspond and write emails and communications on behalf of Executives.
• Assist with managing junk email daily.
• Reply to tasks and takes phone calls.

Executive Personal Support

• There are times when the EA will need to help Executives on personal matters such as:
• Scheduling family vacations, doctor appointments and other related activities.
• Ensure Executive and dependents are enrolled in benefits.
• Professionally handle sensitive information and maintain complete confidentiality.

WHAT YOU BRING

• AA degree or equivalent experience.
• 5+ years of experience concurrently supporting 2+ Executives.
• Advanced in managing travel and accommodations with frequent changes and updates.
• Advance level  proficiency in Google suite products: Google docs, sheets, slides.
• Ability to multitask, juggle competing demands, prioritize and work with other team members at all levels within the company, especially executive levels.
• Ability to take initiative, anticipate needs, and exercise independent and sound judgment.

WE ARE ULTRA & MINT MOBILE

We connect people to what’s most important in their lives: Easily, affordably and reliably. We strive to be California’s Preeminent Destination Employer. Oh yeah, we get it too! We understand what matters to you most. You’re an individual with unique needs, and we’re prepared to exceed any expectations you have for an ideal employer. 

We’re smart, strategic, and get things done without a lot of red tape or unnecessary politics. Everyone matters here and everyone has a voice. Expect to spend your time contributing to projects that really matter. We obsess over the employee experience. To start, we provide some of the most competitive salary, benefits, family leave, vacation, retirement in Southern California. We believe in you and invest in you. Not just your career aspirations, but your life.

In addition, we’ve got a laundry list of perks you’ll brag about on insta -- Lunch every day prepared by our very own chef, healthy snacks, onsite gym, free massages, car wash services, and most importantly, a team atmosphere. We even raise the bar on well bars, including Espresso/Cappuccino/Nitro/Cold Brew/Kombucha Bar, Froyo Bar, Breakfast Bar, Snack Bar and a, well, you know, bar (after 5 pm).  

And if you feel intrigued right now reading, imagine the co-workers we have already attracted. This is the kind of team you’ll want to take home to mom or invite to your kid’s next birthday party. This is the kind of close-knit community happening here. Come check out how you can be part of Ultra & Mint! 

OUR VALUES – LET’S MAKE LIFE ULTRA TOGETHER!

• Ownership: We are all owners; be the outcome and get the job done.
• Action Biased: Be brilliant, proactive, and act with urgency.
• Embrace the Adventure: Be agile, adaptive, and thrive on change.
• Invent and Simplify: Never accept good enough.

$1,000 REFERRAL BONUS

Take a look at this job description, if you are the right person, please apply. If Ultra Mobile doesn't appear to be a fit for you, refer a friend or colleague and get $1,000. Let your friend or colleague know to provide your full name and email when applying to the job.  If we hire them and they stay for 90 days, you get $1000.  For more details of restrictions and rules, please email [email protected].

We are committed to equal employment opportunities regardless of race, color, genetic information, creed, religion, sex, sexual orientation, gender identity, lawful alien status, national origin, age, marital status, or protected veteran status. We support an inclusive workplace where associates excel based on personal merit, qualification, experience, ability, and job performance.

In support of the Equal Pay for Equal Work Act, the range of starting pay for this role is $36 - $38/ hr.  This is not a guarantee of compensation or salary, actual compensation is influenced by a wide range of factors including but not limited to skill set, level of experience, education, certifications, responsibility, and geographic location.  We also offer a variety of benefits including health, disability insurance, 401 (k), flexible spending accounts, EAP, education reimbursement, parental leave, unlimited vacation, bonuses, and company paid holidays. The specific programs available will vary depending on state, start date, and employment type. Our recruitment team will be happy to answer any questions you may have.

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