Executive Assistant, Chief of Staff, and Operations Manager

Role Overview: This hybrid role will support the CEO in administrative, strategic, and operational capacities. The Executive Assistant will manage schedules, meetings, and administrative tasks. The Chief of Staff will assist in strategic planning and coordination between departments. The Operations Manager will ensure the efficiency and effectiveness of business operations.
Primary Responsibilities:
Email Management:
Act as the primary filter for the CEO’s inbox, ensuring efficient organization and response.
Daily Strategic Meetings:
Lead daily briefings to discuss workload, projects, and business priorities.
Project Management:
Oversee and delegate projects, ensuring effective execution and follow-up.
Oversee coordination of tasks across the virtual assistant business, coffee product line, and secret whiteboard product line.
Team Coordination:
Attend key meetings, facilitating communication and collaboration among departments.
Operational Liaison:
Engage with department heads to monitor and track project progress, solving bottlenecks to enhance overall efficiency.
Software and System Research:
Conduct research to compare different tools, software, platforms, and options for setups.
Expertly compare, evaluate, and recommend software and system solutions to optimize business operations.
Generative AI Proficiency:
Utilize and leverage tools like ChatGPT for various tasks, demonstrating a strong understanding of generative AI capabilities.
Resourcefulness and Initiative:
Independently find and implement solutions, demonstrating proactivity and problem-solving skills.
Sales and CRM Assistance:
Maintain CRM systems and manage client relationships.
Support the CEO in sales tasks, effectively utilizing CRM tools.
Event and Networking Coordination:
Research and schedule events or networking activities.
Optimize the CEO’s schedule to ensure it aligns with strategic goals.
Qualifications:
Exceptional organizational and analytical skills.
Advanced skills in software and systems research, with the ability to make informed recommendations.
Proficient in generative AI tools like ChatGPT, with practical experience in their application.
Strong communication skills and ability to work autonomously.
Business operations and sales knowledge, particularly in CRM systems.
Previous experience in a similar executive support role preferred.
Post-Hiring Role Evolution
Expectations:
Operational Efficiency:
Significantly reduce the CEO’s administrative burden, enabling a focus on strategic growth.
Autonomous Problem-Solving:
Independently address challenges, presenting well-researched solutions.
Enhanced Inter-Departmental Dynamics:
Effectively facilitate communication and collaboration across teams.
Technological Advancements:
Continuously seek and integrate advanced software solutions and AI tools to improve business processes.
Sales Strategy Support:
Actively contribute to the enhancement of the sales strategy, leveraging expertise in CRM and AI tools.
Performance Metrics:
Measurable reduction in administrative tasks handled by the CEO.
Successful implementation and adoption of new software and AI tools.
Improved efficiency and communication across departments.
Positive impact on sales and CRM strategies.