Executive Operations Assistant

Mercury is a fun and focused group of brand strategists, designers, and developers working together to create compelling marketing solutions that are relevant and focused on our client’s business objectives. We are looking for a dynamic and seasoned Executive Operations Assistant to join our team for 25 hours a week. 

 

This person will serve in a hybrid role: They will directly assist the company owner in executing his day-to-day schedule and management of the company, as well as be the glue that keeps the team moving forward through developed processes and efficient systems.

 

You must be comfortable prioritizing tasks, running in different directions, and going with the flow. Mercury moves fast (which makes things fun!) and the person in this role will need to adapt and stay flexible. If you are a disciplined and organized self-starter who loves efficiency and tackling to-do lists, this is the job for you.

 

You will work to free up the owner’s time so he can focus his energies on leading and growing the business. Some projects you will jump into right away are: streamlining our file management, updating our proposal processes, defining how vendors work with us and more. 

 

What does success look like? Helping Mercury’s owner focus on the bigger picture, business development and growth for the organization, which will allow him to sleep easy at night. In addition, helping the entire team become more efficient so they are working in their area of expertise, they’re not stuck in the nitty-gritty, and clients are thrilled

 

While the majority of our team is based in the Minneapolis area, this role is remote. We get that family comes first, things at home come up and yoga pants are comfy. Our primary business hours are 9:00 am - 5:00 pm (central time). The person in this role will need to have their primary hours fall within our business hours. The position is part-time, currently 20 hours, with the opportunity for growth.

 

We do things with transparency, grit, and a splash of wit. We are creatives and we need someone who can keep our ducks in a row and ensure everyone is working as efficiently as possible.

RESPONSIBILITIES

Assists the Owner in all of the following ways:

  • Managing email communication:
    • Prioritizing business opportunities, meetings, and lead generation
    • Scheduling meetings with potential leads and clients
    • Alerting Owner to high priority communications
    • Calendar management to maximize his availability and maintain whitespace
  • Meeting management:
    • Attending specific meetings, taking notes, disseminating action items and more
  • Filing management:
    • Manages document filing in Google Drive and Dropbox Oversees security and sharing of electronic filing
  • Assisting with personal items:
    • Arranging and booking travel, selecting/sending gifts, and more
    • Assist in supervising the daily operations of the organization and develop a productive working environment for the team.
  • Systems and Tools:
    • Research solutions to problems within our existing tool stack (Asana, Everhour, Slack, Dropbox, Google Suite) and/or research new tools to implement that will streamline systems for Mercury’s operations.
    • Curiosity and organization required, general understanding of technology a must.
    • Assists in the creation and revision of policies and procedures for the team
    • Assist in the onboarding process for new employees

QUALIFICATIONS

  • 5+ years executive assistant and/or operations experience. Small agency experience a plus, but not required

  • Email management experience for an Owner, Founder or CEO

  • Administrative and time management skills 

  • Strong communication capabilities and ability to prioritize and manage a leader with many ideas

  • People skills, especially pertaining to building relationships with stakeholders

  • Highly organized and flexible, with strong follow-through

  • Strong collaboration skills and the ability to manage multiple priorities 

  • Leadership skills and the ability to work with multiple people simultaneously

  • Creative and active problem solver who is approachable, collaborative, outgoing and diplomatic

  • Skillful Apple user: iPhone, Macbook, iPad and proficient in the use of Google Suite (Google Docs, Google Sheets, Google Calendar, Google Drive), Hubspot, MailChimp and familiar with project management software tools

  • Curious, enthusiastic, tenacious and fun

  • Familiarity with EOS / Traction is a real big plus

MERCURY PERKS

  • Remote work- we've been working in a virtual environment for over a decade!
  • Ability to balance life and work with a flexible schedule. (And we really mean it!)
  • Empowerment from the owner who is open to your expertise.
  • Work with a team that’s captivating, curious, and kind.
  • Collaborate with an incredible team of smart marketing and creative professionals.
  • Everyone has a voice. A place to be you!

Does This Sound Like You? Apply Here

Mercury’s Core Values

  • Excellence – the pursuit of the highest level of optimal performance, providing a WOW experience for our clients, our teammates, our partners and our community

  • Curiosity – placing importance on ongoing learning, being tech-savvy, being proactive

  • Collaboration – placing importance on working together to achieve results, we recognize that every team member, partner, consultant and client brings value to our projects

  • Decisiveness – confident, convincing communication, the ability to make decisions firmly, clearly, conclusively and timely

  • Achievement – placing importance on successful work, accomplished through superior effort and skill, building wealth for our company, our clients and ourselves

  • Play – imagination, spontaneity, the ability to amuse and be amused

  • Relationships – strong ties with family, friends, co-workers, or members of a community 

TOGETHER WE DRIVE SUCCESS

We foster partnerships with our clients that enable us to uncover the essence of their brand. Let Mercury Creative Group help you gain a fresh perspective on communicating it in strategic ways that connect to the right audiences.

LET'S CONNECT

20 YEArs of proudly putting your best foot forward.