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Dope Labs

Executive Assistant to the CEO + Chief of Staff /Chief of Staff

Job Description

Who We Are:

We are a team of diverse insights experts who are passionate about solving UX challenges and creating experiences people love.

Dope Labs is looking for an experienced Executive Assistant to our CEO +Chief of Staff to work together with our team, our clients (ranging from Fortune 500 companies to groups like Stop AAPI Hate and Black Lives Matter), and stakeholders at all levels to provide consistent, high quality executive management and coordination services.

Reporting directly to the Founder/CEO + Chief of Staff, the Executive Assistant provides executive support in a one-on-one working relationship as well as across the team. The Executive Assistant serves as the primary point of contact for internal and external constituencies. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Duties include, but not are not limited to, duties such as: partnering with our project leads to lead deliverable execution; creating/delivering high quality products to our clients; performing proactive issue/risk/change management and solutioning; escalation management; integrating work across teams; proactively identifying/managing key dependencies; project tracking, scheduling, and administration; organizational administration and infrastructure development; leading with unified approach to successful delivery and focus on achieving business and community value.

About Dope Labs (Digital Organizing Power-Building and Engagement) Dope Labs is a Black, Indigenous, women-of-color founded organization in Oakland, California. Our mission is to build power and self-determination with the world's most vulnerable populations through the power of participatory co-design and participatory technologies and methodologies. We’ve worked with indigenous populations in New Zealand, Australia, Asia, and Africa, low-income and rural communities in North, Central, and South American—with Tech Titans like Google, Youtube; Health care systems like Blue Cross Blue Shield—and grassroots orgs like Roots, Unity Council, and Stop AAPI Hate . Our work spans the realms of tech design, power building, community engagement, innovation, education, and decolonization. We are at the forefront of addressing racial and social inequality through design thinking by providing people with more authentic culturally and community responsive product and creative place-making experiences--through what we call community-driven co-design. We are a community of creators, technologists, artists, activists, researchers, scientists, and more. Our shared values and beliefs influence the work we do, and the positive impact that we hope to achieve. By centering community voice and the needs of vulnerable populations as essential to next gen UXR, JEDI product design, and Creative place-keeping—Dopelabs is reimagining the role that everyday people can and should play in designing spaces, places, products, and technologies that are responsive to real-time communities needs. Dopelabs is a global design company with the courage to transform human centered design into culturally and community responsive design. We make positive impact by putting people first and embracing the power of culture and community anywhere in the world.

We offer our clients the following types of work:

• A Justice, Equity, Diversity and Inclusion (JEDI) approach to technology design

• Culturally and community responsive design

• Participatory technology tools and design methodologies

• Product design ideation, development, and execution

• Cross-channel user engagement strategy, design, and development to include the creation of omnichannel digital experiences across web, mobile, social, physical, AR/VR, voice, gesture, IoT, video, and beyond

• eCommerce strategy, implementation, and operations

• Agile based, design-thinking, user-centric, empirical projects that accelerate results

Who you are:

Are you a creative thinker who loves to be on the cutting edge, solving problems through innovative technology solutions? Are you passionate about delivering only the highest quality work? Are you driven by excellence and hard work all towards making a positive social impact? By joining our team, you will play a vital role in making an impact for our clients and our communities (BIPOC, LGBTQA, low-income, ability-diverse and the most vulnerable and resilient populations across the globe) by leading our projects through the entire lifecycle end-to-end. This is an incredible opportunity for a highly skilled, motivated, and social-impact oriented individual to do good, care about your work, and make a living at the same time.

Work you'll do

Executive Support

• Completes a broad variety of administrative tasks for the Founder/CEO + Chief of Staff including: managing an extremely active calendar of appointments

• completing expense reports

• composing and preparing correspondence that is sometimes confidential

• arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

• Plans, coordinates and ensures the CEO + Chief of Staff's schedule is followed and respected.

• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO + Chief of Staff 's time

• Communicates directly, and on behalf of the Founder and CEO + Chief of Staff, with Board members, clients, Foundation staff, and others, on matters related to CEO + Chief of Staff 's programmatic initiatives

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO + Chief of Staff, including those of a sensitive or confidential nature

• Determines appropriate course of action, referral, or response

• Provides a bridge for smooth communication between the CEO + Chief of Staff ’s office and core teams; demonstrating leadership to maintain credibility, trust and support with senior management staff

• Works closely and effectively with the CEO + Chief of Staff to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately

• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO + Chief of Staff updated

• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO + Chief of Staff, some of which may have organizational impact

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO + Chief of Staff's ability to effectively lead the company

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general

• Edits and completes first drafts for written communications to external stakeholders

• Works with the Strategic Initiatives team in coordinating the CEO + Chief of Staff outreach activities

• Follows up on contacts made by the CEO + Chief of Staff and supports the cultivation of ongoing relationships

• Edits all, and creates acknowledgement letters from the CEO + Chief of Staff to clients

Project Management

• Provides hands-on advanced project management and support for multiple projects across numerous functional and technical units within Dope Labs, utilizing PMO standard tools, processes and methods.

• Works effectively in a fluid, fast-paced environment, employing highly developed relationship management, conflict resolution and problem-solving skills. Independently manages all aspects of Project Management and Delivery Process for strategic projects/programs that range in scope, budget and team size to the level of large projects, involving medium to high levels of risk and complexity.

• Identifies and manages cross-dependencies, proactively resolves issues/risks/impacts among multiple projects in a program.

• Works with varying levels of leadership across Dope Labs from staff through Partner, Principal, and Founder level.

• Owns the implementation of all applicable PMO and related processes, methodologies, and Service Level Agreements (SLAs).

• Takes full accountability for the proper and consistent execution of all projects.

• Skillfully manages scope of projects and the expectation of the stakeholders, and the forward progress of teams responsible for the work.

Other duties include:

• Develops, manages, and maintains comprehensive, accurate project plans and schedules, as well as performs estimation, forecasting, planning, analysis, issue / risk / change management, escalation management, meeting facilitation, variance analysis, and status reporting.

• Simultaneously manage work across multiple streams of the Dope Labs project lifecycle which includes requirements definition and business alignment, systems development and configuration, data and systems coordination, communications, end user adoption and training.

• Leads cross-functional teams in the delivery of projects with medium - high level of complexity, directly affecting the firm's strategy to meet technology and business requirements on time and within budget.

• Builds and maintains relationships with partner/principals and firm director level through employee level, including CIO/ITS and customer leaders, channel leads, product owners, shared resource leaders, technical team leads, technical and non-technical teams.

• Proactively identifies, assesses risks and issues, proposes solutions, negotiates across stakeholders and resolves conflicts/roadblocks

• Serves in an advisory and consultative role to teams and stakeholders on all project-related activities.

• Possesses advanced level skills in leading executive-level steering committees, producing and delivering communications to the executive level and experience auditing projects and summarizing results and producing management reports

• Influences and executes project management methodologies and standards including those within the ITS Project Delivery Process and SDLC, PMI PMBOK, SAFe and ITS PMO procedures, also ensures they are followed by project team members.

• Responsible for creating and controlling project documentation, providing and maintaining accurate and timely project information in all project plans, communications, status reporting, SharePoint sites.

• Responsible for effective project kickoff, identification of all project stakeholders, defining and clarifying project roles and responsibilities.

• Build relationships with stakeholders and project teams to effectively manage and deliver quality products.

• Works closely with sponsors, stakeholders, users, technical team leads, technical and non-technical resources, and management to execute core project management functions end to end on strategic projects that range in scope, budget and team size to the level of large, involving moderate to high levels of risk and complexity.

• Proposes changes to ITS and PMO methodologies, frameworks, best practices for continuous process improvement; participates in teams that undertake continuous process improvement initiatives.

• Has responsibility for maintaining effective management of multiple concurrent project assignments, project tracking, issue resolution, time gathering and reporting, and communicating project progress.

• Works with all stakeholders to identify and confirm resource necessary resources, throughout the project lifecycle.

• Configures, utilizes, and supports key project management tools.

• Conducts regular project reviews and communicates the status of projects in both formal and informal settings. Responsible for knowing and communicating a project's status accurately throughout project lifecycle. May include presenting status to business/technical steering committees.

• Provides regular and timely feedback to team members and their respective managers; is proactive in the identification and resolution of issues that may negatively impact a project or project deliverables; seeks and implements innovative ways to remove project obstacles. Escalates as appropriate.

• Motivates and leading project teams and instilling a mindset of collaboration and continuous process improvement.

• Promotes the effective teamwork and spirit of partnership.

• Demonstrates an advanced understanding of both quality assurance and software development processes and methodologies, with the ability to share knowledge with peers, development and QA groups, and project team members.

• Informally mentors other non-PMO team members on structured methodology, best practices.

• Performs other job-related duties as assigned.

Qualifications

Required:

• Strong work tenure: five to 10 years of experience supporting C-Level Executives

• Experience and interest in internal and external communications, partnership development, and fundraising

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

• Minimum of 4+ years of experience in an Executive Assistant/Chief of Staff or Project Management role including significant experience managing medium to large projects and multiple, concurrent projects

• Minimum of 4+ years leading administrative tasks for a medium sized organization (i.e. scheduling, email coordination, document coordination and management, project management, etc)

• Experience in managing project teams of 8 or more people

• Commitment to excellence

• Meticulous attention to detail

• Ability to work effectively as a member of a team and independently; performs work effectively with minimal supervision

• Able to maintain a high degree of customer / client / sponsor satisfaction while also maintaining necessary project controls

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors

• Expert level written and verbal communication skills

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Emotional maturity

• Highly resourceful team-player, with the ability to also be extremely effective independently

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

• Forward looking thinker, who actively seeks opportunities and proposes solutions

Preferred:

• Advanced knowledge of PM methodology, tools and techniques

• Advanced leadership and general management skills

• Excellent written/verbal communications and analytical skills required. Must be able to easily grasp and communicate complex ideas.

• Knowledge of UX development lifecycle and/or infrastructure project delivery.

• Experienced in methods of estimating time and resources for task assignments and resource leveling.

• Advanced problem-solver. Finds simple answers to complex questions or problems. Thinks outside the box. Uses knowledge gained through prior experience, education, training to resolve issues and remove project barriers.

• Drives for results. Motivates team while constantly driving towards key milestones. Maintains constant awareness of project deliverables; keeps team focused on short and long term milestones; aware of project timeline and budget.

• Demonstrated advanced analytical and technical abilities and task management skills

• Ability to effectively manage multiple projects, assign and manage work activities, meet deadlines and develop project management reporting

• Advanced skills in producing and delivering communications to the executive level and experience auditing projects and summarizing results and producing management reports

• Demonstrated ability to "think outside the box" while identifying problems and developing creative solutions

• Experience developing/managing medium to large project schedules

• Experience in working with international team

• Experience in managing multiple contracts

• Fosters a climate conducive to establishing positive working relationships with teams and clients (internal and external).

How You'll Grow

At Dope Labs, our professional development plan focuses on helping people at every level of their career to identify and use their strengths to do their best work every day. From entry-level employees to senior leaders, we believe there's always room to learn. We offer opportunities to help sharpen skills in addition to hands-on experience in the global, fast-changing business world. From on-the-job learning experiences to formal development programs, our professionals have a variety of opportunities to continue to grow throughout their career.

This is a full-time position.

No staffing/recruiting agencies please.

Remote candidates are encouraged to apply.

At Dope Labs, our mission is to create experiences people love. This means we strive to make our company a great place to work for people from all walks of life. Hiring people from a wide variety of backgrounds makes our company stronger and helps us achieve our mission.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class.

Job Type: Full-time

Pay: $70,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Supplemental Pay:

• Signing bonus

Experience:

• Personal assistant: 4 years (Preferred)

Work Location: Remote

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