Executive Assistant

At Ketone-IQ, we're revolutionizing the way the world thinks about energy. Our cutting-edge approach to fueling the body transcends conventional expectations, pushing the boundaries of what's possible. We're the trusted choice of elite endurance athletes, special operators, and high performers across diverse fields – from cyclists conquering the Tour de France to EMTs working double shifts on the front lines.

In 2019, our innovative ketone nutritional superfuel caught the attention of the US Department of Defense SOCOM, securing a $6MM contract to power their elite forces. But our ambitions don't stop there. We're on a mission to disrupt the entire energy market, bringing our high-performance fuel to everyone, from professional athletes to busy professionals and active individuals.

Ketone-IQ is High Performance Energy. We’re changing the way people fuel and rapidly expanding as we lead the ketone movement and we're looking for a passionate, driven individual to join us on this exciting journey.

If you thrive in a fast-paced, collaborative environment and possess a winning mentality, a curious mindset, and the ability to balance technical expertise with customer-centric communication, we want to hear from you. Join our team and be part of the ketone revolution that's transforming the world of energy.

Who you are:

The ideal candidate for a Executive Assistant should have strong organizational skills to manage complex schedules, coordinate travel, and organize events efficiently. They must handle multiple tasks in a fast-paced environment while maintaining confidential records. Excellent communication is key, enabling them to manage inquiries and build relationships with executives, team members, and external partners. Attention to detail is essential for managing data, tracking budgets, and preparing reports. They should also have project management skills to meet deadlines, a people-centric mindset to support recruitment and onboarding, and proficiency with technology and systems to adapt and collaborate across teams.

Job Responsibilities:

Executive Assistance

• Manage executive calendars, schedule meetings, and arrange travel (flights, hotels, transportation).
• Draft, review, and deliver reports, presentations, and correspondence on time.
• Serve as the main point of contact between executives and stakeholders, handling communications and prioritizing requests.
• Prepare meeting materials and ensure executives are well-equipped.

Operations Management

• Assist in developing and implementing operational policies to improve efficiency.
• Oversee daily office operations, including vendor coordination and facilities management.
• Track performance metrics and provide reports with recommendations for improvements.

Project Coordination

• Manage project timelines and deliverables, ensuring deadlines are met.
• Collaborate with teams to resolve project roadblocks.
• Prepare project status updates for executives.

Event Planning

• Organize meetings, conferences, and company events, managing all logistics (venues, catering, etc.).

Administrative Functions

• Maintain confidential files and documents in compliance with policies.
• Handle expense reports, budget tracking, and office supply procurement.
• Provide general administrative support to the executive team.

People Operations Support

• Assist with recruitment, onboarding, and team celebrations.
• Manage contractor agreements, equipment purchases, and reimbursements.

Systems & Contracts Management

• Track NDAs, influencer, and contractor contracts.

Team Support

• Coordinate team travel and meetings.
• Manage scheduling and organize team gifts.

Qualifications and Experience:

• 3-5 years of experience in administrative support, ideally in People Operations or HR, managing schedules, travel, and events.
• Strong communication skills for professional interaction with executives, team members, and external partners.
• Excellent organizational skills to handle multiple priorities and maintain confidential records in a fast-paced environment.
• Proven project management abilities, with experience meeting deadlines and collaborating with cross-functional teams.
• High attention to detail in managing data, budgets, and reports, with a focus on accuracy and compliance.
• Proficiency in office tools like Microsoft Office, Google Workspace, and HR systems, with strong problem-solving and adaptability.