Executive Assistant/Special Projects Coordinator

We are a scalable capital, startup studio, and advisory ecosystem empowering creators to build businesses prioritizing people, planet, and profit. With our partners, we support the world?s largest coalition of independent AI scientists outside of Big Tech, driving groundbreaking advancements in beneficial Artificial General Intelligence (AGI).

Rooted in incentivized collaboration, global innovation inclusivity, and prioritizing the well-being of startup teams, our firm unites pioneers in business, deep tech, and personal development as mentors and investors. By dedicating up to 10% of profits to aligned non-profits, we amplify its mission to advance societal and planetary well-being. For more information, visit https://www.imagineglobal.io or our origin company, https://www.yunity.io

Who We Are Looking For

We are looking to hire an Executive Assistant and Special Projects Manager. The ideal candidate is a high-performing professional who is a jack of all trades and can juggle multiple responsibilities with a lot of attention to detail. Candidates who pursue this position should thrive in a fast-paced organizational environment, understand the importance of cross-functional collaboration and have strong relationship management skills. The Executive Assistant and Special Projects Manager will work directly with the Founder and Managing Partner of the organization and will help in strengthening and optimizing communications, culture and systems that will lead in the successful execution of our scalable launch, three-year strategic plan and organizational advancement.

Responsibilities

Executive Support (50% of time)
? Executive Time Management: Ensure schedules are aligned with key business priorities by utilizing strategic prioritization techniques and a deep understanding of company goals.
? Meeting Coordination: Prepare agendas, manage meeting logistics, take comprehensive notes, and follow up on action items to ensure efficient and productive meetings.
? Stakeholder & Communication Support: Act as a liaison for internal and external stakeholders, ensuring effective communication and relationship management. Assist with written communications, including drafting correspondence, managing inboxes, and coordinating messaging.
? Complex Scheduling and Calendar Management: Provide dynamic and flexible scheduling and calendar support. Assist with thorough preparation for all commitments, including creating and reviewing briefing materials, meeting agendas, and itineraries.
? Global Travel Management: Oversee the planning and coordination of both domestic and international travel. This includes handling complex itineraries, managing travel documents, and ensuring all logistics are in place. Accuracy and a keen attention to detail are critical.
? Expense and Budget Management: Manage travel expenses and other reimbursements in a timely manner.
? Ownership of Planning and Execution: Increase productivity by planning, executing, and owning tasks, and ensuring accountability for the timely completion of key deliverables.
? Information Consolidation: Gather and organize information, consolidating it into clear executive summaries to support decision-making and streamline communication.
? Operations & Reporting: Maintain executive reports, dashboards, and documents, ensuring accuracy and timely updates. Support in the creation of operational reports, presentations, and performance metrics as required. Support the Leadership Team in optimizing, development and execution of the organization?s 3-year strategic plan to ensure all key milestones are reviewed and easily tracked and met.

Special Projects Support (50% of time)
? Special Projects & Initiatives: Support special projects that align with our goals, including preparing research, drafting documents, and managing project timelines. Collaborate with cross-functional teams to ensure project deliverables align with our mission of mindful, sustainable innovation.
? 2025 Launch: Work cross-functionally with team to support the launch of scalable global companies as needed. Project management of launch activities and Monday.com updates. Oversee recruitment of key team for launch activities.
? Contribute toward the development of standard operating procedures in all areas of business, and continue to find new ways to improve quality and efficiency
? Collaborate with leaders to build organization-wide best practices
? Process and Systems Management: Develop systems and workflows to enhance efficiency, improve organization, and create streamlined processes.
? Event Coordination: Assist in planning and executing events, including virtual and in-person gatherings, to support our initiatives and partnerships. Coordinate logistics, such as venue booking, catering, and guest management, while adhering to timelines and budgets.
? Help manage and support graduate student intern program
? Providing administrative and project management support to the leadership team in preparation for investment, board and committee meetings throughout the year, including developing materials for all board meetings
? Using various software, including teams, dropbox.com, agora, hubspot, Monday.com, AI, word, excel, and power point software to prepare reports and/or special projects
? Help manage and support an internal council developing and optimizing team culture

Benefits Of Working At IMAGINE
? With us, you will be in a highly immersive interactive experience, diving deeply into our startup, capital, and innovation ecosystem which will push the boundaries of our teams? mindset, vision, passions and capabilities.
? You will be part of a purpose-driven organization, embody critical adaptability skills, and have the confidence to interact with world renown advisors, leaders, investors, pioneers of technology and industry, and become part of a valuable, lifelong network.
? Remote-friendly and flexible work culture
? Offers discretionary bonus, incentives, and equity awards subject to qualification
? Professional development opportunities for full time team regardless of level or role
? Vibrant global work and innovation culture
? You will be pushed to expand beyond your comfort zones, while providing a supportive environment to contribute, adapt, and teach as much as you are willing to learn. As a high performing team, our goal is not perfection, but experimentation - and PURPOSE.
? Soft launched in 2024 after years of experimentation - we are a dynamic and forward-thinking ecosystem poised to redefine the future of startup, work, and venture, through inclusive, incentivized innovation and investing.
? The opportunities to learn and grow in such an environment are extraordinary, but not for those seeking a highly structured, risk-free environment. A highly entrepreneurial, curious, adaptable approach, with the expectation of bringing a high degree of authenticity, purpose, initiative, and passion to the experience is key to gaining the most from Imagine.
? We look forward to learning together, experimenting together, growing together; driving innovation that transforms industries, enriches lives, and shapes the future of our planet?.

Must Have
? Bachelor?s Degree or equivalent work experience preferred.
? Minimum 3-5+ years management experience providing executive-level support, with demonstrated experience supporting senior executives at a high-profile organization.
? Adaptability: Thrive in a fast-paced, often ambiguous environment, and handle changes with a positive, proactive attitude.
? Attention to Detail: Impeccable attention to detail in every task, ensuring flawless execution in scheduling, documentation, and travel arrangements.
? Prioritization and Urgency: Skilled in managing and prioritizing multiple requests simultaneously while maintaining a focus on quality and urgency. The ability to manage time effectively across multiple time zones is essential.
? Polished Executive Presence: Represent us with professional maturity and poise in all interactions and events.
? Ownership and Initiative: Take ownership of tasks and projects with minimal supervision, anticipating needs and creating solutions that support the goals of the Office.
? Strong Communication Skills: Excellent verbal and written communication skills, with the ability to clearly and effectively communicate across a wide range of stakeholders.
? Integrity and Discretion: Display the highest level of integrity and professionalism, handling confidential information with discretion and sound judgment.
? Strong Project Management Experience
? Technical Proficiency: Demonstrated high aptitude for learning new tools, systems, and processes quickly, with the ability to adapt to evolving technologies and workflows. Strong working knowledge of Microsoft Office and Google Suite.
? Strong communication skills--written, oral and presentation
? Proven Interpersonal skills; working with leaders, startup founders, mentors, investors, and partners
? Interest in Personal Development
? Strong ability and interest in business and operational tech and AI systems
? Interest in Innovation and Technology
? Ability to lead and thrive in a startup environment
? Ability to identify problems before they arise
? Ability to work both independently and collaboratively. Global Travel Expertise: Significant experience managing complex global travel, including the preparation of all necessary documentation for international travel.

Nice To Have
? Master?s Degree in supportive fields
? Experience working in fast paced finance, VC, tech accelerator or incubator, capital market, hedge fund, startup, personal development, or comparable field
? Exceptional Working knowledge of Microsoft Teams, Zoom, AI Calendars and Tools, Google, Dropbox, Monday.com and most Business collaboration and productivity systems

How To Apply

Please submit your resume and cover letter to:

We are committed to fostering a culture of belonging where everyone is valued for who they are and empowered to succeed. Our approach to cultivating a diverse, equitable, and inclusive culture is rooted in listening, learning and collective action. By embracing the diversity of our people, we achieve our best work and fuel innovation - generating the best possible outcomes for our customers, startups, investors, partners and the communities they serve.

All applicants will be considered. Only those selected for an interview will be contacted. We are an Equal Opportunity Employer and does not discriminate on the basis of race, color, gender, disability, age, religion, sexual orientation, or national or ethnic origin.

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