Executive Assistant

Mission – Why the job exists
The mission of the Executive Assistant is to create more time for the CEO of Mosquito Hunters by handling responsibilities that, while necessary, do not require the CEO’s particular skills or direct involvement. The mission of the Executive Assistant is not just to take tasks off the CEO’s plate but to do so in a way that enhances the CEO’s capacity to make high-impact decisions and focus on activities that only he can perform, thus driving the business’s growth and success.

Specifically, this is achieved by the Executive Assistant through Administrative Tasks, Operational Support, Communication Facilitation, and Information Management.

• Administrative Tasks are defined as managing the CEO’s emails, calendar, travel plans, and expense reports, as well as meeting participation and note-taking. Extreme organizational skills, attention to detail, clear writing skills, and proactive problem-solving abilities are required in this role.

o Email Management: Managing email to ensure prompt and efficient responses by prioritizing emails, drafting responses, and escalating urgent matters directly to the CEO. Maintaining discretion and confidentiality is paramount in this role. The ability to discern the importance of incoming communications and manage them effectively is essential.

o Calendar Management: The Executive Assistant ensures that the CEO’s schedule is organized and optimized. This involves scheduling meetings, avoiding conflicts, and ensuring that the CEO has adequate time for both work and personal commitments. The role requires proactive planning to anticipate needs and prepare meeting materials in advance. The Executive Assistant also needs to be adaptable, adjusting the schedule as priorities shift.

o Travel Coordination: Managing and scheduling travel involves booking flights and hotels, as well as preparing detailed itineraries. The Executive Assistant must consider all logistical details to ensure smooth and stress-free travel experiences for the CEO.

o Expense Management: The Executive Assistant is responsible for managing and processing the CEO’s expenses. This includes collecting receipts, categorizing expenses, and ensuring that expense reports are accurate and submitted on no less than a monthly basis.

o Meeting Participation and Note-Taking: Oftentimes, the Executive Assistant will need to attend meetings on behalf of or with the CEO. In these instances, recording comprehensive notes and tracking action items are crucial. The ability to effectively summarize discussions and highlight key points is essential. This ensures that no critical information is lost and that follow-up actions are clearly defined and assigned.

• Operational Support is defined as assisting the CEO with the logistics of running a business, such as coordinating with other team members, managing project timelines, and ensuring that deliverables are met on time.

• Communication Facilitation is defined as acting as a liaison between the CEO and other stakeholders, including employees, franchisees, and partners, to streamline communication and make it more efficient.

• Information Management is defined as organizing and maintaining files, data, and records, ensuring that the CEO has easy access to information when needed, and that decision-making is based on accurate, up-to-date information.

Scorecard Outcomes (ranked in order of priority):
1. Achieve inbox zero every day, keeping the CEO’s email inbox clear of clutter and distractions according to a systematic workflow to enhance efficiency. Each inbound email needing a reply either receives a reply or is assigned appropriately for the CEO to review. 0 emails in CEO’s inbox by 6:00pm CT each workday.

2. Achieve replies sent by the end of each week, ensuring that either you or the CEO have sent a reply to all inbound emails needing a reply. 0 unresolved email replies by 6:00pm CT on Friday of each week.

3. Achieve all CEO-requested meeting invites sent out same business day. Each meeting invite includes defined Purpose, Desired Outcomes, and Agenda. 0 unresolved meeting invites sent by 6:00pm CT each day.

4. Achieve meeting summary emails with action items sent out to meeting participants before the end of the same day as the meeting. 0 unresolved meeting summaries sent by 6:00pm CT each day.

5. Achieve expense reports processed monthly using the Certify platform, with all receipts attached and all expenses accurately categorized. 0 unresolved Certify expense reports by 6:00pm CT on the first Friday of each month.

COMPETENCIES
1. Reliability – Trustworthy, consistent, and accountable self-starter who takes extreme ownership of responsibilities. Meticulously responsible with deep-rooted follow-through, adaptability, and work ethic. Possessor of high standards and boundaries, a consummate professional with a high level of discretion.

2. Organization – Efficient manager of time, tasks, information, and resources with impeccable attention to detail to achieve optimal productivity and meet objectives effectively. Prioritizes and completes tasks within deadlines, discerning which tasks are most urgent and addresses them accordingly, coordinating data and information systematically for easy access. Maintains a tidy physical and digital workspace to minimize distractions and enhance focus. Possessor of a rigorous eye for detail and accuracy. Willing and able to create infrastructure to help integrate the CEO’s vision into reality.

3. Communication – Active listener. Relays information proactively, in a straightforward and understandable manner. Possessor of excellent written and verbal communication skills, presenting information clearly and with no errors. When in doubt, errs on the side of over-communication.

4. Adaptability – Fast and flexible learner who succeeds at finding prompt solutions. Works with agility and expediency to get the job done. Ramps up quickly and is constantly looking to improve processes. Thrives in a fast-paced environment with tight deadlines. Decision-maker who is willing and able to take very direct feedback.

5. Pride in Outcomes – Takes pride in solving problems and fostering impactful outcomes, whether booking the perfect dinner reservation or facilitating the integration of a new business owner. Possessor of deep career ambitions as an Executive Assistant to the CEO and someone who truly believes in the value of this role as a calling.

AS A MINIJMUM, YOU HAVE:
You have at least 3+ years of experience supporting a North America-based CEO or executive in the past, enabling you to pattern-match previous experiences and understand everyday shifting tasks and priorities are inherent in supporting an executive. Experience working North American business hours is required.

WORKING HOURS:
We need the Executive Assistant to fully commit to working CST working hours (night shift). We are looking to have you part of the team long term. Let’s grow together!

INSTRUCTIONS:
1) Send us a link to a three-minute (maximum) video of yourself answering these five simple questions:
a. Why are you interested in this position?
b. What do you know about our company?
c. What is your ideal work environment?
d. What are your strengths?
e. Where do you see yourself in five years?
2) Take this DISC assessment and send us a link to PDF results Click to view/free-disc-test/
3) Send us the link to your resume

CANDIDATES WHO WON’T FOLLOW THE INSTRUCTIONS WON’T BE CONSIDERED