Executive Assistant to CEO

About Pivot Bio:  

At Pivot Bio, we are working together to transform agriculture, finding smarter, more sustainable and, ultimately, more profitable ways for farmers to grow. Working with and for farmers, we’re using cutting-edge science to create a microbial nitrogen for the world’s most vital crops. We are replacing synthetic fertilizers with a more sustainable, nature-driven plant nutrition that benefits farmers, consumers and the planet.

Position: Executive Assistant
Location: Office-based in Wayzata, MN

Pivot Bio is seeking high-level administrative support for our CEO and the company’s Executive Leadership Team, as well as light office support for our small office in Wayzata. The Executive Assistant will possess a strong business sense to guide them in making sound judgment calls, sort through multiple and sometimes urgent priorities, and manage sensitive matters confidentially. This role calls for creativity, curiosity, and a desire to work in a fast-paced, collaborative, and entrepreneurial environment.

PRINCIPAL RESPONSIBILITIES:

• Efficiently manage the CEO's calendar by scheduling and prioritizing appointments, ensuring there are no conflicts. Keep track of critical events and deadlines with timely reminders. Coordinate calendar invites with internal and external stakeholders and communicate any schedule changes to all relevant parties without delay.
• Oversee daily office functions and maintain a well-stocked and organized supply inventory. Manage vendor relationships and ensure office equipment is properly maintained and functional. Coordinate necessary maintenance and repairs. Oversee mail and courier services to keep business operations smooth.
• Arrange and manage all business travel aspects for the CEO and some other execs, including booking flights, accommodations, and ground transportation. Handle and resolve any issues that emerge before or during travel.
• Schedule and provide support for Board of Directors meetings.
• Organize and prepare for internal and external meetings, including gathering documents and attending to logistics of meetings
• Ensure expense claims and reimbursements are processed promptly.
• Prioritize emails and respond in a timely manner
• Prepare presentations, agendas, reports, special projects and other documents in support of company objectives.
  
  

KNOWLEDGE, SKILLS & ABILITIES:

• Highly organized and detail focused, with well-honed time-management skills
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive topics with discretion
• Ability to manage and prioritize multiple projects
• Proficient with Microsoft products
  
  

EDUCATION/EXPERIENCE:

• 5+ years in an executive assistant role or similar, with at least 2 years providing administrative support to an executive team
• Bachelor’s degree or equivalent experience

What we offer: 

• Competitive package in a disruptive startup 
• Stock options 
• Health/Dental/Vision insurance with employer-paid premiums 
• Life, Short-Term and Long-Term Disability policies 
• Employee Assistance Program with free referrals and discounts 
• 401(k) plan, 3% Match 
• Commuter benefits 
• Annual Training & Development support 
• Flexible vacation policy with a generous holiday schedule 
• Exciting opportunity to work with a talented and fun team

*Internal employees, please apply by clicking on the Internal Job Board icon on NSIDER