Executive Assistant/office Manager

Job Title: Executive Assistant/Office Manager

Company: Vytelle

Reporting to: Chief Executive Officer

Direct Reports: None

Location: Kansas City Region

Salary Range: Commensurate with experience

Status: Full-time exempt

ABOUT VYTELLE

We are a global precision livestock company reshaping how cattle producers worldwide unlock animal performance. Our portfolio includes world class Bovine phenotypic and genotypic data capture system via Vytelle SENSE and Vytelle INSIGHT which enables producers to accurately select desired traits to continually produce elite progeny, coupled with Vytelle ADVANCE In Vitro Fertilization Service, which enhances the speed at which genetic improvement can be made.

ROLE OVERVIEW

The Executive Assistant to the CEO is responsible for ensuring the smooth operation of the CEO's office, supporting the CEO in managing their time and priorities, and serving as the welcoming face of the office to visitors. This role also involves managing office supplies, equipment, and executive events, contributing to the overall efficiency and effectiveness of the organization.

RESPONSIBILITIES

• Calendar Management: In addition to scheduling, the Assistant is responsible for managing and organizing the CEO's calendar, including meeting preparation and ensuring appointments and meetings run smoothly.
• Email Management: Handling and prioritizing incoming emails, drafting responses, and maintaining an organized email inbox for the CEO.
• Travel Planning and Itinerary Optimization: Besides making travel arrangements, the Executive Assistant proactively optimize the CEO's travel itinerary to minimize downtime and ensure efficient use of time during trips.
• Expense Tracking and Budget Management: Beyond expense reporting, actively managing and tracking the CEO's expenses against a budget, and providing regular financial reports.
• Confidentiality and Data Security: Ensuring the confidentiality and security of sensitive information, including company and personal data, by implementing appropriate protocols and safeguards
• Technology and Software Proficiency: Staying updated on relevant office software and technology tools to streamline processes and improve efficiency in the CEO's office.
• Event Coordination: Managing logistics for internal and external events, such as conferences, board meetings, and company-wide gatherings.
• Information Management: Organizing and maintaining documents, files, and information, making sure that the executive has easy access to necessary resources.
• Gatekeeping: Serve as gatekeepers, filtering and prioritizing communications and inquiries directed to the executive, allowing the executive to focus on critical matters.
• Coordination and Hospitality: The EA will coordinate office events, host visitors, and ensure a welcoming office environment. They will handle office supplies, equipment, and facilities management.
• Role Model Behaviors - Engage, enable empower and act on:

VYTELLE’S CORE VALUES

Leadership: Inspire and serve and seek the best in each other

Endurance: Pacesetter, takes action and realizes results

Pioneer: Infinitely curious, catalyst and listens for ideas

Love: Contagious passion for customers and our purpose

Count on me: Take accountability, Depend on each other and Adaptable.  

Ability to adopt and adhere to Vytelle’s Foundation: The Common Thread of Integrity, Respect and Trust

In addition to:

Teamwork: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the Company. Set goals, resolve problems, and make decisions that enhance the Company’s effectiveness.

Team Member Orientation: Anticipate, understand, and respond to the needs of team  members to meet or exceed their expectations.

Direction and Decision making: Positively influence others to achieve results that are in the best interests of the Company. Assess situations to determine the importance, urgency, and  risks, and make clear decisions are timely and in the best interests of the Company.

SKILLS AND ATTRIBUTES

• Strengths as a connector, proactive, empathetic
• Excellent problem-solving abilities
• Manages the process of idea to execution
• Highly skilled communicator and relationship-builder
• Attention to detail
• Ability to effectively establish priorities and meet deadlines
• Scheduling proficiency
• Organized
• Risk tolerance and ability to deal with ambiguity
• “Figure It Out” skills
• Bias for execution
• Ability to work under pressure, plan personal workload and delegate effectively
• Strong communication skills: Quality, Brevity, clarity
• Balance between critical review and positive mindset

EXPERIENCE AND QUALIFICATIONS

• 2+ years’ experience in an Executive Assistant to the CEO capacity preferred
• 2+ years professional management experience preferred
• Bachelor’s degree in Business, Administration, or related field
• Experience/background in agriculture and/or AgTech preferred
• Strong orientation to team culture and cross-functionality
• Excellent written and verbal communication skills
• Strong attention to details and technicalities
• Excellent organizational and technical skills
• Excellent interpersonal and multi-tasking skills
• Advanced Microsoft Office skills, with an ability to become familiar with specific programs or software

EQUAL EMPLOYMENT OPPORTUNITY POLICY 

Vytelle provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. 

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.