Employer: Guttman Initiatives
Job Title: Executive Assistant II (EA II)
Property: Los Altos Hills, CA Office
Schedule: Full-time (40 hours/week)
Mantra:
"We make a living by what we get. We make a life by what we give."-Sir Winston Churchill
Overview: The Executive Assistant II (EAII) acts as the backup for the Executive Assistant 1 (EA1) and is
thoroughly prepared to assume the EA1 role whenever necessary. EAII collaborates with EA1 in
overseeing all projects/properties under the executive's purview. Additionally, EAII is tasked with
leading the communications management for Klein Financial Corporation.
Guttman Initiatives is cause/mission oriented. It is important that this candidate identifies with the
public policy and charitable missions of Guttman Initiatives, Lifeguard Health Networks, and its affiliated
company, Klein Financial Corporation. It is important that the candidate aligns with the company and its
affiliates goals, which are dedicated to a greater mission of improving lives.
About the Guttman Initiatives/Los Altos Hills Office:
Our unique office space is on the 2nd floor of a recently renovated horse barn that provides beautiful
views of the tress and horses below. We also have the company of Ms. Guttman Klein’s friendly dogs at
the office. Individuals come together from multiple companies at this office to collectively make
contributions to make the world a better place.
Reporting: This individual will report directly to the EA1.
Primary Responsibilities: Functions will include, but are not limited to the following:
Administrative Assistance: This involves proactively managing the executive's calendar,
including working with the EA1 to schedule meetings, appointments, and travel arrangements. It
also includes handling correspondence, preparing for meetings.
Administrative Tasks: Managing daily administrative functions such as answering phones,
responding to emails, and handling correspondence, documents, updating office protocol and
maintaining records.
Communication Management: Acting as the point of contact between the executive and
internal or external stakeholders, handling phone calls, email communications, and sometimes
managing public relations aspects.
Meeting and Event Coordination: Organizing and facilitating meetings, including setting
agendas, taking minutes, and ensuring all necessary materials and technology setups are
prepared. They may also coordinate larger events or conferences.
Project Management: Overseeing projects from initiation to completion, ensuring deadlines are
met and objectives are achieved. This can involve coordinating with other staff members and
managing project-related paperwork and reports.
Problem Solving and Decision Support: Assisting the executive in decision-making processes by
gathering data, preparing reports, and presenting findings. They often handle unexpected issues
by providing critical support and solutions.
Financial Management: Managing expenses for the office, including budgeting, expense
reports, and sometimes overseeing billing and accounting activities including filing.
Confidentiality Maintenance: Handling sensitive information with discretion and ensuring that
confidentiality is maintained in all aspects of their work.
Assisting with various HR tasks: Onboarding new employees, maintaining employee records,
and managing employee schedules and time off.
Skillset:
Committed to the cause: Someone who is deeply passionate and driven, demonstrating a strong
alignment with our company’s mission and values. They show up consistently motivated and
engaged, eager to contribute meaningfully and make a difference. This individual typically goes
beyond the call of duty, proactively seeks solutions to challenges, and inspires colleagues
through their dedication and enthusiasm for achieving the collective goals of the team or
organization.
Team player: Someone who actively contributes to their group's collective effort by sharing
knowledge, ideas, and skills in a cooperative manner. This person is adaptable, communicative,
and reliable, consistently working with others toward common goals. They prioritize the team's
success over individual achievements and display a positive attitude, often inspiring and
supporting their teammates to enhance overall productivity and harmony within the group.
Works with a sense of urgency: consistently prioritizes speed and efficiency in their tasks,
demonstrating a proactive attitude towards meeting deadlines and achieving goals. This
individual often operates with high energy, swiftly addressing issues as they arise and pushing
projects forward to ensure timely completion, all while maintaining a focus on quality and
strategic outcomes.
Dynamic and Results-Oriented: dynamic at project management, who thrives in fast-paced environments, consistently driving projects to completion on time and within budget.
Strong intuition: The ability to understand or know something immediately, often guiding
decision-making in complex or uncertain situations.
Clear communication skills: This person must be articulate and concise, effectively
understanding ideas and conveying ideas, instructions, and feedback in a manner that is easily understood.
o This individual proactively confirms that communication is received and clear (picking up
the phone instead of relying on emails and texts)
o Always ensures that the message is either understood or received as intended.
o This individual keeps the noise down for the executive, summarizing succinctly and
understanding when to communicate.
o They have strong interpersonal skills so they can act as a liaison between the executive
and other staff or external contacts, so being personable and professional is important.
Effective leadership skills: This person must have the ability to see the big picture, understand the goals, the timeline and budget, understand the path forward and then inspire, motivate and sometimes drive others to work as a team to get to achieve the goal collectively.
Time Management: Managing their own time, as well as their executive’s schedule, is a critical function of an executive assistant. They need to prioritize tasks and manage appointments effectively.
As very strong ability to prioritize: This involves assessing the urgency and importance of tasks to efficiently allocate time and resources, ensuring that critical objectives are met promptly.
Attention to Detail: Mistakes can be costly in high-level business environments, so attention to detail is another essential skill for this executive assistant.
Having both a "strategic" and "tactical" mindset: The ability to shift seamlessly between
macro-level perspectives and micro-level details, enabling the ability to see the end goals but attend to the details.
o Strategic approach - Involves understanding how different elements of a situation or
project interconnect and influence each other, enabling a holistic approach to decision-
making and strategic planning.
o Tactical approach- involves focusing on the specific actions and steps needed to achieve
a short-term objective or solve an immediate problem. It's about meticulous planning,
adaptability in the face of challenges, and a keen attention to detail. This approach is
typically methodical and is designed to efficiently use resources to gain a desired
outcome, often within a limited timeframe.
Adaptive and flexible: The ability to adapt to changing environments and flexibility in dealing with varied tasks and challenges is crucial. This person must have the ability to adjust effectively to new conditions or changes in the environment. An adaptive person can modify their behavior, strategies, or methods in response to new information, challenges, or unexpected circumstances. This quality often involves resilience, flexibility, and a willingness to embrace change, making it possible to navigate complexity and uncertainty successfully.
Organizational Skills: An excellent executive assistant must be able to manage multiple tasks
efficiently. They often handle scheduling, correspondence, and other administrative tasks, so being organized is crucial.
Strong at correspondence: able to communicate on behalf of the executive effectively, handling emails, phone calls, and in-person inquiries, taking care of what can be taken care of and summarizing succinctly what needs to be brought to the executive’s attention. Understanding urgency is critical.
Proactive: Being proactive in anticipating the needs of the executive and addressing needs before they become an issue.
Problem-Solving Skills: The ability to anticipate problems and devise effective solutions quickly.
They should be able to handle unexpected situations or crises with poise.
Discretion and Confidentiality: Executive assistants often handle sensitive information.
Trustworthiness and the ability to maintain confidentiality are paramount.
Technical Proficiency: Familiarity with office software, communication tools, and possibly
specific industry-related technologies is essential. They should be able to adapt to new tools and technologies as they emerge.
Positive Attitude: Demonstrated ability to maintain a positive, enthusiastic attitude in all
aspects of work including strong interpersonal skills with a consistent record of fostering a
cooperative team environment.
o Please Note: A positive attitude is essential for success in our company. We believe that
the right mindset not only enhances productivity but also contributes to an enjoyable
and harmonious work environment. This alignment is crucial for us and for the well-
being and effectiveness of our team.
Requirements: The candidate must demonstrate a majority of the following
competencies/characteristics and/or demonstrate the ability to develop these characteristics:
2+ years of recent, long-term, professional experience in an executive assistant position
Bachelor’s Degree or an accredited 4-year College or University
Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external team members
Strong verbal and written communication skills
Ability to handle confidential information professionally
Strong calendaring and travel planning experience, preferably dealing with complex meeting
scheduling and shifting priorities
Knowledge of Mac OS, Microsoft Outlook, Excel, PowerPoint and Word and a range of presentation software
Strong recommendations and satisfaction of background check
This is a full-time onsite role. Must be local (or willing to relocate) and authorized to work within the United States.
Job Type: Full-time
Pay: $105,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Schedule:
Education:
Experience:
- Microsoft Excel: 1 year (Preferred)
- Microsoft Powerpoint: 1 year (Preferred)
Ability to Commute:
- Los Altos Hills, CA 94022 (Preferred)
Ability to Relocate:
- Los Altos Hills, CA 94022: Relocate before starting work (Required)
Work Location: In person