Administrative & Executive Assistant

I run 3 related businesses and am looking for assistance with the administrative functions described below (not limited to those). Here’s a brief overview of the businesses, and then the things that will be a part of the job:

Biz 1: mindset & success coaching. This is primarily 1:1 virtual calls on Zoom, so the work described below will heavily include appointment setting, calendar & email management, working with my Honeybook and Mailchimp systems, and various other tasks

Biz 2: local entrepreneurs community. I host monthly networking events, so the work described is heavily focused on email management via Mailchimp, creating and updating events on Eventbrite, marketing events, and updating event graphics on Canva

Biz 3: online mastermind community. This community utilizes the Circle platform and has daily engagement as well as weekly calls

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Here are some of the tasks and expectations for each business. If you don’t have direct experience with something like Circle I’ll be able to show you the first time, as long as you’re able to problem solve and take the initiative to figure it out from there:

Biz 1 (Coaching)
-Scheduling & coordination. Manage calendar, CRM, send monthly book to coaching clients and track the status for each
-Email: manage gmail inbox, respond/schedule/filter messages, set appointments, provide reminders of upcoming appointments (with summary of the topic, highlights on the person, etc.)
-Update or create infographics and guides (PDFs) in Canva

Biz 2 (Charlotte Entrepreneurs)
-Event prep: create monthly graphics with questions, sponsors, next events, raffles, printouts; coordinate venue, services/vendors. Find and contact potential sponsors. Find venue options for monthly events, one-off events.
-Post-event: Schedule follow up appointments. Cross post event to different platforms for maximum exposure.
-Email: Update email campaign each month; manage pre- and post-event email cadence.
-Marketing & collaboration: Look for local events for potential collaboration, guest speaking,
-Eventbrite: Build Eventbrite pages for upcoming events with descriptions & ticket details; manage any discount codes, early bird, etc.
-Website: Update website with upcoming events.

Biz 3 (Becoming Kinetic)
-Coordinate community calls: help coordinate speakers & topics; write description & add events to the calendar on Circle; email invites to members and follow-up with reminders; send follow up recap after event; post video recording to replay section with summary/highlights; solicit feedback from members on the calls; create a recap post from each call; incorporate feedback into an SOP & best practices for community calls to give call leaders; prep any slides/info for upcoming events before/after call; coordinate with call leader to potentially create and then upload the lead magnet for the call, add to Resources section
-Hot seats: gather details from members who want to be on the hot seat (maybe make an application form in the future); coordinate call on the platform to facilitate small group discussions/breakouts; same post-event follow up and detail as Community Calls
-Update headers/graphics: create the cover for each call replay (which also means collecting any necessary information/pictures/bio/details from the person leading the call)
-General: contact guest speakers/collaborators and coordinate schedule, event prep, listing, etc. Build graphics for all areas of the community, advertising graphics for social. Prep for live calls (music, slides, reminder emails & posts)

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Other items will be introduced as they come to mind, which is why it is critical that the right person for this role be adaptable, a problem solver, action oriented, a clear thinker, organized, and willing to learn. I also am looking for someone who knows their limitations and will take the initiative to figure things out, but is also willing to look for help.

It’s critical that when an issue, challenge, or unknown situation arises, you’ll make the effort to resolve the situation and come to me with potential solutions. If you don’t have answers that’s ok, but come prepared with all of the things you tried or thought of when you ask for help.

Finally, the software I regularly use includes Mailchimp, HoneyBook, Gmail/GSuite, Circle, Eventbrite, Zapier (on occasion), Canva, Zoom, & QBO

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I understand that this description is kind of all over the place, just like some aspects of this job. The right person for this job will be able to see the big picture and help bring that to life, filling in the gaps as needed.

If you believe you are a fit for this job, please do 3 things: send an email with the subject line “PATRICK IS THE COOLEST”, attach your resume, and share a brief description of why you believe you’re a great fit.

I look forward to hearing from you!