Executive Assistant

Note to Candidates:
We meticulously craft our job descriptions to clearly define the skills necessary for success and the expected performance level of the role, resulting in detailed content. Our goal is to ensure the description accurately reflects the job you will perform. We value your input and look forward to hearing what you think about the format in the interview process.
This is an on-site role (five days per week at our HQ in Chicago, IL) and will report directly to the CEO.
Who We Are
Crafty elevates workplace food and beverage programs with enhanced services managed in one innovative, centralized platform. Founded in 2015, our mission is to help companies craft better workplaces. From DraftKings to Robinhood to Zillow, we work with the world's biggest brands to foster a culture of employee connectivity and productivity. Headquartered in Chicago, with offices in New York and the Bay Area, Crafty manages food and beverage programs across 300+ offices, serving more than 300,000 employees per month.
Our commitment to crafting better workplaces starts from within. We are a team of passionate, resourceful, and hard-working trailblazers who love what we do. Our expertise spans technology, food and beverage operations, client success, fulfillment and more. At Crafty, our people are our greatest asset, because it's our people who foster a culture that makes our company a place worth being part of. And of course, the snacks are the cherry on top!
The Role
Crafty is seeking a dynamic Executive Assistant (EA) to support two members of our Executive Team, our Chief Executive Officer (CEO) and Chief Operating Officer (COO) and oversee aspects of our office. The Executive Assistant will provide support to our Executives 75% of the time and perform office duties 25% of the time. Based out of our Chicago HQ, this person will set the standard for proactiveness, organization and timeliness, communicating with team members across the country. The EA will collaborate with our Senior Leadership Team (SLT) and People team to align the CEO's priorities with our diverse employee base, which includes both exempt and non-exempt talent. We are searching for an individual who embodies our core values, is excited about an inaugural role, and desires to have significant leadership impact.
Required Qualifications
Project Management

• Expertise in executing special projects and recurring tasks, including MBR and QBR planning and logistics. They will be responsible for effective note-taking during meetings and ensuring leaders update their monthly goals and provide notes before scheduled meetings. Effective relationship management with employees, clients, and investors to ensure quality and timely delivery of written communications. Proactively addressing potential issues and developing contingency plans to help mitigate disruptions and maintain smooth project execution.

Communication Skills

• Proficiency in drafting, sending, and managing communications, setting agendas, and preparing for meetings.
• Demonstrates the ability to convey updates and briefings clearly to stakeholders, handle follow-ups, and facilitate effective communication between team members and external contacts. This includes facilitating team updates, recaps, and business performance reports, as well as comprehensive daily and weekly briefings for executive team members (e.g., CEO updates).
• Exceptionally high degree of confidentiality.

Problem-Solving Skills

• Demonstrated ability to address and resolve unexpected challenges. This includes quickly identifying problems, evaluating solutions, and implementing effective fixes, while demonstrating a high level of EQ, discretion, and adaptability in a dynamic work setting.

Organizational Skills

• Excels in efficiently coordinating tasks such as executive calendar management and to-do lists (via Notion or another project management tool). You must be able to balance multiple responsibilities effectively and ensure deadlines are met.
• Precision in managing information, including expense filing and annual planning cadences ensuring accuracy in all tasks, from forwarding documents to coordinating client entertainment.

Administrative Support

• Excels in handling a variety of administrative duties such as coordinating travel arrangements, filing expenses, and managing executive team CRMs.
• Skilled in coordinating and executing logistics for board meetings and other key events. This also includes managing agendas and assigning action items to stakeholders.

Office Management

• Daily Restocking and Maintenance
  
  • Restock snacks and beverages in the pantry and hospitality items in restrooms
  • Organize inventory backstock in the storage room
• Meeting Preparation and Coordination
  
  • Order lunch as needed.
  • Ensure meeting rooms are presentable by stocking snacks, removing miscellaneous items, facing chairs, wiping down tables, organizing cords, and checking TV and cables.
• Safety and Event Management
  
  • Collaborate with Talent Development on events such as Summer/Winter Celebrations and quarterly All Hands Meetings.

Relationship Management

• Skilled in managing and nurturing both internal and external relationships, including setting up networking opportunities and spearheading leadership coaching opportunities.
• This involves maintaining a personal CRM (Notion) and ensuring timely and effective communication with each executive's internal and external contacts.

Desired Attributes

• Tools and Resources:
  
  • Strong command of role-specific tools and systems such as Gmail, Google Calendar, and Notion.
  • Basic understanding of Slack, Lattice, Ramp, Navan, or other alternative expense management platforms.
• Business Acumen: Demonstrates a clear understanding of company goals and strategy, providing insightful recommendations, anticipating business needs, and optimizing workflows.

Ideal Experience

• Previous experience working with 2 leaders at once. Preferably C-suite executives and/or co-founders.

Expected Results:
Crafty sets goals annually, both at a team and individual level. Once you are onboarded, you will work with your manager to establish goals for your role. The below goals are illustrative to give you an idea of objectives we may set for 2025.
Goal #1: Weekly Operations - by the end of Q1, create and standardize a weekly briefing format that provides the CEO and COO with relevant updates, decisions needed, and priorities.
Goal #2: Strengthen Project Management - by the end of Q2, implement a tracking system for executive projects (e.g., MBR and QBR planning) that includes clear deadlines, owner assignments, and status updates, resulting in 100% on-time completion of key deliverables.
Goal #3: Relationship Management - by the end of Q3, establish a personal CRM for executive contacts measured by successfully scheduling a value-added stakeholder meeting to each cross-market trip for both the CEO and COO.
What we offer:
Our people mean everything to us. When you join Crafty, you're joining a team of passionate, smart, and supportive people who work incredibly hard and have a good time along the way.
We are proud to offer a compensation package that includes our Crafty healthcare plan, covering primary health, dental, and vision plans, 401k, paid time off, equipment certification courses, and parental leave. And, of course, it also includes Crafty-grade snacks, beverages, and fun events!
Lastly, this role offers a special opportunity: to have a major hand in shaping the future of a young, flourishing company. Your creativity, ambition, and work will steer the direction of our successes.
Our compensation amount for this role is targeted at $80,000 - $90,000 per year in Chicago, IL. Final offer amounts are determined by multiple factors including cost of living based on location, candidate experience and expertise, and may vary from the amounts listed above.
Crafty provides equal employment opportunities (EEO) to all employees and applicants for employment without discriminating against race, color, religion, sex, sexual orientation, national origin, age, disability or genetics.