Executive Assistant

About Us: At Dr. Killigan's, we believe in a safer, more holistic approach to pest management. By Killing Them Softly™, we prioritize well-being, ensuring a home environment that is not only pest-free but also free from harmful chemicals. Join us in our pursuit to redefine pest control, offering plant-powered solutions that empower individuals and families to reclaim their living spaces without compromising on safety or peace of mind. If you're passionate about making a positive impact on homes and the environment, Dr. Killigan's, Inc. welcomes you to be a part of our dedicated team.

Employee Job Title: Executive Assistant

Location: Hybrid

Hours: Full-Time, Monday–Friday, 8:00 a.m.–4:30 p.m. PST; flexibility required during peak periods and prior to holidays

Reports to: Chief Operating Officer

Compensation: Hourly Non-exempt

Job Description: We are seeking a full-time Executive Assistant to support our Chief Operating Officer (COO). The ideal candidate is highly organized, detail-oriented, and proactive, with a steady and consistent approach to their work. This role is essential in helping the COO stay focused on high-impact priorities by providing strong administrative, organizational, and personal support. The Executive & Personal Assistant will manage day-to-day operations, coordinate schedules, and serve as a trusted right hand to ensure the COO’s time and attention are optimized for strategic initiatives.

Responsibilities:

• Monitor, review, and file and create ideal system for emails across multiple inboxes, prioritizing messages and alerting the COO of any required actions promptly
• Proactively manage the COO’s calendar, including scheduling meetings, resolving conflicts, supporting technology needs, and preparing materials for each appointment
• Prepare agendas and materials for general and legal meetings, take clear and detailed notes, track action items, and ensure timely follow-up and filing or execution of next steps as directed.
• Coordinate travel arrangements; provide local airport drop-off and pick-up as needed; prepare and submit expense reports; and assist with the preparation of documents and presentations
• Provide executive-level administrative support to the COO, including managing and organizing physical and digital filing systems, handling incoming mail by scanning, distributing to relevant internal stakeholders or vendors, and maintaining organized records.
• Assist with accounts payable processes by organizing invoices, preparing checks for signature, and performing other clerical duties as needed to support smooth office operations.
• Serve as a professional and approachable contact and liaison between the COO and internal/external stakeholders across Slack, email, and phone, helping prioritize requests and managing the COO’s time effectively
• Support special projects, research tasks, and internal coordination as neede.
• Order groceries, plan meals, and coordinate ongoing personal or household appointment.
• Collect mail, scan and file documents, facilitate returns, and support ad hoc administrative tasks specific to the COO, including coordination of documents, deliveries, and other office-related responsibilities as needed.
• Sell items on online platforms (e.g., Facebook Marketplace) as needed
• Plan, coordinate, and prepare professional and personal events, including ordering and picking up meals, setting up for on-site meetings or gatherings, and assisting with event facilitation. Collaborate with other staff as needed for larger events.
• Support tasks related to additional office spaces or other locations

Benefits:

We offer a benefits package designed to support well-being and work-life balance:

• Paid vacation (varies by role and tenure)
• 5 days of sick leave annually
• 5 days of bereavement leave
• 9 company-observed holidays
• Wellness reimbursements for chiropractic care, therapy, counseling, dental, and massage
• Employer-contributed health insurance
• 401(k) retirement plan (employee-funded)
• Flexible work options where applicable
• Company-issued MacBook
• Annual Company Retreat: Travel will be provided. Attendance is intended to promote connection with colleagues and participation in team-building activities and is voluntary for hourly employees and required for salaried employees.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications & Competencies:

• 3+ years of experience supporting senior leadership, ideally in a fast-paced or hybrid environment
• Project Management certification (e.g., PMP, CAPM) is a plus
• Highly organized, detail-oriented, and able to deliver accurate work under tight deadlines
• Demonstrated ability to manage multiple email accounts, calendars, and communication channels with precision
• Exceptional time management skills, with the ability to prioritize competing demands and able to deliver accurate work independently, with minimal guidance
• Strong written and verbal communication skills, professional in all interactions, with the ability to communicate directly and work independently without frequent check-ins
• Discretion and integrity in handling sensitive and confidential information, with the judgment to ask questions when clarity is needed
• Tech-savvy, with proficiency in Google Workspace, Slack, Monday.com, and other digital collaboration tools, and comfortable working on Mac computers
• Process-oriented and proactive, with the ability to identify workflow improvements and implement them while collaborating across the organization
• Flexibility for occasional on-call availability to respond to urgent matters outside of standard working hours
• Occasional travel for company events, including an annual team retreat, is encouraged but not mandatory