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Executive Assistant / Team Support for IDEO Products Team

In a nutshell

The IDEO Products team is in search of a Coordinator to be the hub of a dynamic and creative team who relies on you for organizational guidance. You will be assisting in day-to-day administrative activities while occasionally juggling communication with clients, and organizing team events and off-sites.  

Why is this role important to IDEO?

More and more clients are looking to IDEO to help them build innovative organizations and teams. IDEO Products are a suite of digital tools that help unlock creativity and transform organizational cultures to be more innovative and adaptive. The IDEO Products team is a scrappy and growing team, functioning like a start-up within IDEO.  A Team Coordinator / Operations Manager whose focus is on process improvement will have a positive impact on the success of the business and team culture.

Once here, you will

  • Support the Managing Director (MD) of the IDEO Products team

    • Manage our Leaders (Managing Director’s) calendar to get ahead of conflicts and ensure sufficient working and team time.
    • See the big picture of the IDEO Products team while working out the significant details of calendaring, email management and client interactions.
    • Manage expenses
  • Partner with the Business Development Director

    • Manage the Business Development/Sales calendar for events related to important clients and prospects
    • Help maintain high-profile relationships with periodic outreach (e.g. thank-yous after helping with research, coordinating holiday cards etc.)
  • Special Projects and Process Improvement

    • Conduct research for implementing new tools and systems and communicate options back to leadership
    • Maintain hygiene/organization of project folders
    • Identify opportunity areas for the team to improve on efficiency and creativity
    • Plan and execute team events and team offsites
  • Communicate with key stakeholders, and be a liaison for the team

    • Draft communications and memos for internal and external audiences
    • Help the MD and Sales director maintain timely response with important internal and external clients
    • Partner with the IDEO Business Operations team to ensure the IDEO Products team is best utilizing resources and tools for budgeting and planning
    • Partner with the IDEO Talent team to coordinate aspects of Learning + Development and Professional Development milestones, as well as coordinating Recruiting meetings and Interviews.

Relevant Experience

  • 2-5 years of relevant experience either as an Administrative Assistant, Executive Assistant, Event Coordinator, Office Manager, Operations Manager, etc.
  • Mature and professional demeanor
  • Ability to multi-task and keep track of multiple projects, clients, deadlines, etc.
  • Optimistic and team-oriented
  • Works well with ambiguity and is able to make decisions even without all the information
  • Thinks strategically and is able to prioritize
  • Flexible and able to handle unforeseen events/requests with ease and cheerfulness

Learn more about IDEO Products

Application Instructions

Please apply with a resume and cover letter.  We highly encourage applicants to submit a cover letter.  We value strong written communication skills for this role, and our hiring team reads every cover letter.

Equal Opportunity Employer

IDEO is an equal opportunity employer; applicants are considered for all roles without regard to race, color, religious creed, sex, national origin, citizenship status, age, physical or mental disability, sexual orientation, marital, parental, veteran or military status, unfavorable military discharge, or any other status protected by applicable federal, state or local law.