Please send your resume as a PDF attachment with the subject "Executive Assistant" to season@virgalabs.io.
About Virga Labs:
Virga Labs is a mission-driven natural water and resource consulting firm, based in Tucson, Arizona. We focus on delivering integrated modeling, analysis, and data visualization tools to drive solutions to wicked problems and the intersection of water, climate, and society.
We develop data-focused products at the local and regional scales, ranging from public-facing dashboards with high traffic to smaller bespoke customer-specific analyses and tools. Our products are designed to support decision-making, communicate water-related climate risks, detail economic impacts associated with climate risk, and visualize potential solutions.
We're seeking a resourceful, highly organized, and very tech-savvy individual to join our close-knit team as a part-time Executive/Personal Assistant to the CEO. In this role, you will provide exceptional administrative and logistical support, ensuring the CEO operates efficiently and effectively.
Responsibilities:
Be the CEO's right hand, providing exceptional administrative, logistical, and strategic support.
Manage the CEO's calendar, scheduling appointments, meetings, and travel including her daily schedule, prioritizing tasks, blocking time for meetings, calls, and focused work periods.
Arrange travel logistics for at least 2 domestic trips per month, including flights, hotels, and ground transportation.
Oversee expense reports and ensure smooth reimbursement processes.
Manage the CEO's inbox, screening calls and emails, and directing inquiries appropriately. Draft and ensure timely follow-up on client calls, manage business email accounts, and draft email responses.
Manage preparation and packing for conference exhibits, including packing monitors, backdrops, and printing marketing materials.
Arrange gifts, printing, and shipping as needed.
Anticipate the CEO's needs and proactively identify solutions.
Manage the CEO's LinkedIn presence in alignment with company goals (potential responsibility).
Manage personal email and assist with personal logistics as required (with discretion and confidentiality).
Leverage your CRM experience to implement and manage systems that streamline communication and task management for the CEO and potentially Virga-wide (depending on bandwidth).
Key Skills:
High aptitude for technology systems and applications (e.g., scheduling software, email management platforms, travel booking tools, CRM systems, setting up automations, and integrating technology systems).
A highly organized and detail-oriented individual with excellent time management skills.
A resourceful problem solver with the ability to prioritize and manage multiple tasks simultaneously.
Strong communication skills, both written and verbal, with a high degree of professionalism and discretion.
Ability to anticipate needs and take initiative to ensure smooth operations.
Impeccable attention to detail and accuracy.
Proactive, resourceful, and possess a positive and can-do attitude.
Thrive in a fast-paced, dynamic environment.
Discreet and trustworthy with a high level of integrity.
Passionate for Virga's mission and engagement with the Virga team and community.
Growth minded and excited to engage in continual learning and improvement.
Qualifications:
Minimum 2 years of experience as an Executive Assistant or similar role.
Prior experience working in a fast-paced environment.
Previous experience with CRM
Must be based locally in Tucson, Arizona.
Interest in working for a small, dynamic organization with a strong connection to its mission.
Compensation & Benefits:
Part-time hourly position, not to exceed 20 hours per week, with the opportunity to increase hours over time.
Competitive hourly rate of $25.
Why You'll Love Working Here:
You'll wear many hats and have the opportunity to make a real impact on a growing organization.
We offer a collaborative work environment where your ideas are valued.
This role has the potential for growth as the company expands.
You'll be part of a passionate team working on innovative solutions at the intersection of water, climate, and society.
To Apply:
Please send your resume as a PDF attachment with the subject "Executive Assistant" to season@virgalabs.io.
Note:
Virga Labs is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.