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Executive Assistant

About Heath:

What began as a historic pottery in 1948, has evolved into a collection of businesses anchored in designing and making products, spaces, and experiences of exceptional beauty and uncompromising integrity. We are a manufacturer, led by design and sustainable business practices. We have a very diverse workplace of 200 employees that encompasses manufacturing, retail, design, communications, digital, and administrative functions. Our original Sausalito location houses our dinnerware factory and showroom. Heath San Francisco houses our tile factory, along with a showroom, and clay studio; our SF Ferry Building location is a small, but mighty, showroom; and Heath LA, a showroom and clay studio. Learn more about our company, at heathceramics.com.

Position Summary:

The responsibility of the Executive Assistant  is to provide the ever-important glue that keeps our employees well connected, and our company running well. The function of this position focuses on two related and specific roles: (a) providing for executive support for Heath’s two owners and (b) overseeing administrative activities for the company. This can mean taking on anything from the routine organization and planning of schedules, prioritizing incoming inquiries both internal and external, taking on ad hoc projects where there’s a need and this role’s organization skill set contributes, organizing and leading internal or external group events, liaison with other functional areas on initiatives that support our organization and culture and make it better. This role will wear many hats in doing what it takes to getting done a job with priorities that change hourly and where no workday and its challenges is the same. This person is on call by phone and email  during business hours Monday to Friday, with possible but rare communication on evenings and weekends.

Good communication and the ability to adapt to how the owners work is essential, as is a proactive understanding of when help is needed. This, along with listening and learning, and a good understanding of the company vision and priorities will be extremely helpful in achieving success in this role.  This individual has direct access to the owners. Knowledge of priorities, and using such knowledge to keep the organization on the same page, is very important. Due to the nature of the people this role supports, there could be exposure to confidential financial or personnel information and therefore discretion and confidentiality is paramount. While managing the Administrative team, this position will also lead and manage specific internal and external projects while collaborating with other people in the company at multiple staff levels.

Executive Support - this role requires proactively focusing on what’s going to make the owners more effective in leading the company.

  • Organizing Managing Director and Creative Directors schedules and calendars, setting up meetings while having a good sense of timing to make multiple activities in one day or one week realistic (i.e. meetings are more effective when there’s time to prep for them)
  • Gaining an understanding of meeting objectives as part of the scheduling process, so participants can be briefed and prepared to make meetings more effective. Informational meeting prep.
  • General meeting prep, i.e. conference room organization, IT check, call in numbers etc.
  • Communicating schedules regularly and keeping owners on track
  • Liaison between owners and others in the company, building strong relationships at all staff levels. Communicating our calendars and activities to others in the company as needed. Handling internal and external meeting requests - understanding what it’s about to prioritize and help us prepare. Should be aware of, if it can be handled directly, or if it should be handed off to someone else in the company.
  • When appropriate, serving as the communication channel, incoming/outgoing and internal/external, on the owner’s behalf. Learning to communicate and make decisions, when appropriate, on owner’s behalf - i.e. when simple scenarios we’ve been through before, when schedules are too packed for owners to be able to respond in a timely manner.
  • Supporting owners in keeping abreast of priorities, being the backstop to ensure items don’t slip through the cracks. Taking on certain work when appropriate to keep things moving in a timely manner.
  • Supporting the owners in outreach that build relationships (organizing personal mailing lists) - invitations to events. Thank you notes and Annual holiday mailings.
  • Assisting with travel plans as needed.
  • Interfacing with IT for troubleshooting of computers, calendars, phones.
  • Keeping executive offices organized and presentable.
  • Organization of corporate minutes, communicating with company attorneys to keep these up to date.
  • General project management as needed (these can have a wide scope)
  • When appropriate, certain support responsibilities can be run through the administrative team while this position is responsible for ensuring they are performed well.

Administration and Engagement - the organizational glue

  • Manage Administrative team and mentor growth.
  • Oversee support activities for the business and EA function
  • Office Organization - setting and maintaining standards and procedures
  • Supplies
  • Furnishings
  • Events
  • Working with facilities on organization of office construction/remodel projects.
  • Support of company events and meetings etc
  • Gatekeeper for office organizational activities
  • Develop and communicate policies consistent with Heath’s design focus, culture and values.
  • Project Management (as needed)

Internal and External Community Engagement and Culture (partnering closely with HR, Heath Learns, Design) - lead connector

  • Community engagement/outreach development to build a network and positive presence in the cities in which we work; (i.e. partnering for group volunteer events with local organizations). Note: different from “selling or marketing” events, in that this focus is on Heath’s role as a community member tied into our values. Participates in person as a representative of Heath.
  • Community initiatives and projects  (i.e. sidewalk project grants, City of Sausalito, City of SF, SF made).
  • Handling community giving and donations.
  • Internal Communication around company wide events.
  • Planning and organization of All Hands meetings (Leading and presenting as appropriate).
  • Oversee organizational communications (i.e. Intranet).
  • Give tours when needed
  • Annual Open studio - PM
  • Assist and organize Lunch and Learns with Heath Learns
  •  

What we’re looking for:

This is a hands-on position, a key member of a small team that interfaces and partners with all areas of the company — a diverse group of internal customers.

_5 + years of progressively responsible Administrative experience with broad enterprise exposure

_ Bachelor's’ degree

_ A solid foundation of Administrative generalist skills, knowledge and experience

_ Excellent project management, organization and planning skills

_ Systems savvy and knowledge. Proficiency in (Google docs, Apple Products, Resumator, and Appogee are currently used tools)

_ Mentality of customer service and driven continuously to improve the customer and employee experience.

_ Strong judgment and discretion; ability to maintain confidentiality and act with impartiality when exposed to confidential matters.

_ High appreciation for both product and design – in any and all forms

_ High attention to detail and presentation

_ Excellent communication skills

_ Excellent objectivity in challenging situations, with the ability to keep the goal in mind

_ Prior industry experience in retail, design or manufacturing preferred

_ Creativity in both outcome and approach

_ Proactive and solutions oriented

_ Passion for Heath’s mission, vision and values

 

Position Details

_ Reports to: Cathy Bailey and Robin Petravic, Heath's Co-Owners.

_ Location: Home base will be Heath in Sausalito. Will spend 2 days per week in our San Francisco location

_ Key relationships:  Design, Communications, HR and all Lead Management team.

_ Hours:  Monday - Friday, full-time

Benefits

We are committed to your health and well-being. Heath offers a comprehensive benefit package that includes a choice of medical plan, dental, vision and life and works very hard to keep employee costs low for excellent coverage. We do not require an employee contribution for individual premiums, and we pick up a large portion of the costs for dependent coverage. A generous 401k match starts after three months on staff. Our Employee Stock Ownership Plan provides an additional retirement benefit linked to the long term performance of our company. We offer a generous time off allocation, paid family leave, and of course a healthy discount on all Heath products.

To Apply

If you would like to be considered for this position, please send your resume and a cover letter that speaks directly to the position.

 

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