Bespoke Private Service
Job Description
Watch Duty - Executive Assistant
Reports To: The CEO and VP of Operations
Work Schedule: Full-Time, Exempt
Location: Remote with travel to Petaluma and Healdsburg and occasional other travel
Start Date: ASAP
Salary Range: $85,000 - $90,000
Overview
Watch Duty, a distinguished, forward-thinking nonprofit organization that alerts millions of
people about nearby wildfires and firefighting efforts in real-time, The organization embodies a
philosophy of "no-nonsense engineers who really care," creating a platform that blends
technology with public safety in a mission-driven environment seeks an exceptional Executive
Assistant to provide comprehensive support to their executive leadership team. This role
presents a unique opportunity to serve as the nexus of critical operations at Watch Duty,
seamlessly integrating administrative excellence with strategic support.
The ideal candidate exemplifies organizational mastery, flourishing in a dynamic environment
where priorities evolve and adaptability is essential. You will function as the cornerstone of
executive efficiency, orchestrating complex calendars, facilitating communications, and
proactively addressing needs before they manifest.
This role requires a proactive strategist who navigates ambiguity with confidence and precision.
Your resourcefulness and quick thinking will enable seamless transitions between diverse
responsibilities. This position demands meticulous attention to detail across a spectrum of
functions, from managing sophisticated communication platforms to coordinating intricate
logistical challenges, including overseeing a streamlined expense management system. As a
trusted steward of confidential information, discretion and integrity are indispensable qualities.
This opportunity offers significant professional growth through close collaboration with
leadership in a dynamic organization. While primarily remote, candidates should expect to often
travel to Petaluma and Healdsburg and occasional other travel to facilitate in-person meetings
and events. For candidates who are exceptionally organized, technologically proficient, and
enthusiastic about supporting Watch Duty's amazing team of high-performing, passionate,
dedicated people, this role offers the chance to make a substantial impact in a fulfilling position
that directly contributes to public safety and community resilience.
Expectations
? 3+ years of experience as an Executive Assistant, Administrative Assistant, or similar
role supporting mission-driven leadership
? Advanced technological proficiency with comprehensive knowledge of Google Workspace
and Microsoft Office Suite
? Impeccable integrity with absolute discretion in handling sensitive and confidential
information
? Self-motivated with the ability to work independently
? Thoughtful problem-solver who asks good questions to get clarity
? Sophisticated verbal and written communication capabilities with consummate
professionalism
? Extraordinary attention to detail with the capacity to anticipate and address needs
proactively
? Remarkable adaptability to excel in a dynamic professional environment
? Skilled at managing multiple priorities in a fast-paced setting
? Familiarity with project management tools like Asana, Trello, or Notion is a plus
? Background in first response (Fire or radio operation) is a welcome bonus
Responsibilities
? Calendar Management: Orchestrate sophisticated and evolving schedules,
coordinating executive-level appointments, meetings, and events. Navigate shifting
priorities with efficiency and composure in a dynamic environment.
? Communication and Correspondence: Systematize and prioritize communications
across multiple channels, ensuring prompt responses while preserving the executive
team's distinctive voice and intent. Primary correspondence conducted via email.
? Document Preparation: Compose and develop professional memoranda,
presentations, and comprehensive decks for internal and external utilization, frequently
requiring independent research and strategic analysis.
? Travel Coordination: Orchestrate domestic and international travel logistics,
developing detailed itineraries that comprehensively address all potential requirements
and contingencies.
? Expense Management: Oversee the implementation and use of a streamlined expense
tracking system to simplify documentation and reporting processes.
? Project Management: Facilitate the administration and monitoring of diverse
projects, ensuring timely completion and effective interdepartmental communication.
? Vendor Management: Administer relationships with external partners, maintaining
professional correspondence and ensuring operational excellence.
? Ad Hoc Research: Conduct comprehensive, time-sensitive research for projects,
vendor evaluation, or executive decision-making processes.
Benefits
? Unlimited PTO with performance - oriented philosophy
? Comprehensive Health Coverage: Premium Anthem Platinum health insurance plan
? Complete Dental and Vision coverage
? 401(k) retirement plan options with no company match