Executive Assistant

Oh Hello!
We are a dynamic branding and marketing agency dedicated to transforming strangers into loyal fans through innovative design and creative solutions. We are currently seeking an exceptional Executive Assistant for our CEO, a dynamic female entrepreneur and also a fitness instructor.

We’re looking for a detail-oriented individual who is fantastic at multitasking and also has passion and heart for service to help Natalie stay organized with her busy schedule. You’ll be her gatekeeper, hl;ping her to better manage her time and calendar. You’ll help coordinate sales calls and sales and operational tasks as well as help schedule her self-care appointments. Natalie is a dynamic, fresh individual who needs your support!

Responsibilities:

Administrative Support: Provide high-level administrative support to the executive, including managing schedules, coordinating appointments, handling correspondence, and organizing meetings.
Example: Manage the executive’s schedule by organizing back-to-back client meetings, setting up conference rooms, and preparing meeting agendas. Handle all incoming and outgoing correspondence, ensuring timely responses and follow-ups.

Calendar Management: Maintain the executive’s calendar, scheduling and arranging meetings, conference calls, and other events. Ensure the executive is well-prepared for all appointments.
Example: Coordinate a week-long series of business meetings, ensuring all time zones are considered, and prepare detailed itineraries for each day, adding drive times on in-person meetings, or appointments.

Travel Arrangements: Plan and organize travel arrangements, including booking flights, hotels, and transportation, and preparing itineraries.
Example: Book a complex travel itinerary for a week-long business trip, including flights, hotel reservations, car rentals, and dinner reservations at client-preferred restaurants.

Communication Management: Manage the executive’s emails, phone calls, and other communications, filtering and prioritizing messages as needed.
Example: Filter and prioritize dozens of daily emails, ensuring urgent messages are flagged for immediate attention and drafting responses to routine inquiries.

File and Document Management: Organize and maintain files, records, and documents, ensuring easy access and retrieval of information.
Example: Develop and keep track of a digital filing system for the executive’s documents, making it easy to retrieve important files such as contracts, presentations, and meeting notes.

Meeting Support: Attend meetings with the executive, take notes, and follow up on action items and decisions.
Example: Attend a strategic planning meeting, take comprehensive notes, and distribute a detailed action plan to all attendees, ensuring follow-up on all assigned tasks.

Research and Information Gathering: Conduct research on various topics and compile information for reports, presentations, and decision-making.
Example: Conduct market research on potential new business territories and compile a report highlighting key opportunities and competitive analysis.

Confidentiality and Discretion: Maintain strict confidentiality and handle sensitive information with discretion.
Example: Handle sensitive financial documents and personal information with the utmost discretion, ensuring confidentiality is always maintained.

Project Coordination: Assist with the coordination and management of personal projects, ensuring that deadlines are met and progress is tracked.
Example: Oversee the planning and execution of a product launch, coordinating with marketing, sales, and design teams to meet tight deadlines.

Interdepartmental Coordination: Act as a liaison between the executive and other departments within the organization, facilitating communication and collaboration.
Example: Serve as the point of contact between the executive and various departments, facilitating smooth communication and project updates. This may mean working with an Oh Hello account manager to schedule Natalie’s client meetings.

Technology and Software Management: Proficiency in various software and tools used for scheduling, communication, and document management.
Example: Use project management software Baecamp to track task progress, schedule meetings using Outlook, and manage document sharing via Google Drive.

Gatekeeping: Screen phone calls and visitors, filtering out unnecessary interruptions and ensuring the executive’s time is used efficiently.
Example: Screen phone calls and people via email, allowing only critical calls and meetings through to the executive, thus protecting their valuable time.

Problem Solving: Help resolve issues and challenges by identifying solutions and taking appropriate action.
Example: Resolve last-minute scheduling conflicts by rearranging appointments and finding alternative meeting times without disrupting the executive’s overall schedule.

Personal Support: Provide personal assistance to the executive, such as handling personal appointments, gift shopping, or managing personal tasks digitally.
Example: Arrange personal appointments such as medical check-ups, manage gift shopping for special occasions, and handle other personal errands that can be completed digitally..

Social Media Management: Planning content calendars, editing reels/graphics, and posting on social media platforms like Instagram and Tiktok every day.
Example: Create a monthly content calendar, edit and schedule daily posts, including reels and graphics, on platforms like Instagram and TikTok to maintain an engaging online presence.

Preferred Qualifications:

-Proven experience as an executive assistant or other relevant administrative support experience.
-In-depth understanding of the entire MS Office suite and AI applications.
-Must be detail-oriented.
-Ability to work in a fast-paced environment.
-Ability to solve problems and think critically.
-College graduate.
-Ability to organize a daily workload by priorities.
-Must be able to meet deadlines in a fast-paced quickly changing environment.
-A proactive approach to problem-solving with strong decision-making skills.
-Professional level verbal and written communication skills.
-Experience with editing social media content and growing social platforms.

Exceptional verbal and written English proficiency is a must to be considered for this role, so please include a cover letter in your application. Please also include your resume and portfolio (if applicable) link.

Include #rockstar(Job title name) on your heading so we know you’ve read the full job description.

Thanks and see you soon!