Executive Assistant

Executive Assistant – (NOTE – THIS IS NOT AN OPENING FOR STANDARD VA – Please read the job description carefully and do not apply if you don’t fit the profile.)

Company Description:
Gym Desk Advertising” a division of Big Dream Weaver, LLC is a dynamic and innovative Digital Marketing company committed to excellence in media buying and digital marketing for the Fitness Industry. We value creativity, collaboration, and continuous growth, making our workplace an exciting environment for talented individuals.

Reports To
The Executive Assistant will report to the Chief of Staff and Client

Job Overview
The Executive Assistant works remotely to assist our leadership teams to be a supportive force that empowers our senior leadership. As an Executive Assistant, you will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. You have experience working in an office environment, performing administrative duties, and providing support to managers and directors. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Responsibilities and Duties
Manage scheduling for company executive(s)
Draft, review, and send communications on behalf of company executive(s)
Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
Answer and respond to phone calls, communicate messages and information to the executive
Prioritize emails and respond when necessary
Maintain various records and documents for company executive(s)
Act as the point of contact among executives, employees, clients, and other external partners
Manage information flow in a timely and accurate manner
Manage executives’ calendars and set up meetings
Format information for internal and external communication – memos, emails, presentations, reports
Take minutes during meetings

Job Description
Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Serve as the primary point of contact for internal and external constituencies on all matters of the CEO, including those of a highly confidential or critical nature. Prioritize and determine an appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.
Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO’s needs in advance of meetings, conferences, etc.
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
Provide “gatekeeper” and “gateway” roles, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflows and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of an organization.
Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Supervise IT consultants. Prepare budget recommendations.
Provide event management support as requested.
Invest in building long-lasting relationships both externally and internally.
Other projects/duties as assigned for the overall benefit of the organization.

Qualifications
Outstanding organizational and time management skills
Excellent verbal and written communication skills
Discretion and confidentiality
Ability to pay attention to detail
Ability to multitask
Proven experience as an executive assistant or other relevant administrative support experience
A proactive approach to problem-solving with strong decision-making skills

Daily tasks include
Producing timelines and reviews of projects
Researching new business ventures or projects
Email Marketing and Automation
Social Media Management
Calling in Support for Software, Systems, and Vendors
CRM management and updates
Training team members
General support with all platforms and systems

Shift
Official work shift 8 am – 12 pm PST (flexibility available depending on workload or department)
Onboarding 8:30 am – 12:30 pm PST – 2 days
Training 8:30 am – 12:30apm PST – 2-6 days

Compensation
USD $650 – $850 per month

How to Apply
Ready to lead the charge in shaping operational excellence for GymDesk’s prestigious clients? Send us your resume link, along with your email account and a cover letter highlighting your operational achievements. Join us in transforming the operational landscape and exceeding the expectations of our high-profile clients!