We are seeking an executive assistant who is business-savvy and possesses the ability to contribute to business growth and long-term planning. The ideal candidate will bring valuable insights and thoughts to the table. The role involves participating in bi-monthly Reyne parties, consisting of 2 to 3-hour meetings for monthly and quarterly planning. This may also include full-day planning sessions, especially when evaluating future plans.
To be a successful candidate, one should possess a positive attitude and a proactive commitment to well-being, taking responsibility for personal health. Maintain open communication with the executive regarding their overall well-being. This person should also have the capability to prioritize weekly and monthly tasks to ensure success throughout the year. The chosen candidate must be responsible for executing agreed-upon plans and should proactively communicate if facing challenges in completing tasks.
Also, ensure daily communication through morning and evening check-ins with the executive. These check-ins should cover the day’s priorities and progress made. The selected candidate should serve as a protector and support, essentially becoming the right-hand person for the executive.
Work Hours: US CST hours | M-F | 8 hours a day
JOB DESCRIPTION:
1. Calendar & Schedule Management
• Manage the executive’s calendar, schedule appointments, and arrange meetings, ensuring all commitments are well-coordinated and optimized.
• Excel in organizing calendars and ensuring that the executive is not overworked.
• Prioritize and arrange travel itineraries, accommodation, and other logistics for the executive’s business trips.
• Arrange personal appointments and other errands virtually.
2. Communication and Correspondence
• Screen and prioritize emails and other inquiries, handling them efficiently and professionally.
• Draft, edit, and proofread correspondence on behalf of the executive.
• Dedicating approximately 10 hours per week to follow up on speaking opportunities. Referring to the platform of choice for guidance on follow-up tasks, be proficient in sending out the speaker kit, and possess the knowledge to identify the most suitable speaking engagements for the organization.
3. Meeting Coordination and Support
• Prepare meeting agendas, materials, and presentations (slides) if needed.
• Attend meetings, take accurate minutes, and distribute them to relevant stakeholders.
• Assist in organizing retreats, forums, lunch & learns, networking schedules, workshops, etc., and handle preparations for all aspects of planning and execution.
• Follow up on action items and ensure timely completion of tasks.
4. Information Management
• Organize and maintain confidential files, historical records, and databases.
• Conduct research and compile data to support decision-making and prepare reports as needed.
5. Relationship/Project Management
• Act as a liaison between the executive and internal/external stakeholders, maintaining strong professional relationships.
• Coordinate and facilitate communication with team members, clients, and business partners.
• Oversee the onboarding process for new clients, which includes drafting and formalizing client agreements and crafting proposals.
• Establish clear communication with coaching clients regarding scheduling, upcoming session homework assignments, and other pertinent information.
6. Social Media Management
• Respond, engage, and manage communications in all social media accounts.
• Plan and schedule social media posts using scheduling tools.
• Ensure timely and consistent posting across platforms.
7. SOP development and maintenance
• Create well-structured and detailed documents that outline step-by-step procedures, workflows, and protocols.
• Regularly review and update existing SOPs to reflect changes in processes, technology, or regulations.
• Maintain an organized database of all SOPs, making them easily accessible to relevant personnel.
• Assist in the training of employees on SOPs, ensuring they understand and follow the established procedures.
8. Basic knowledge of invoicing clients
• Generate accurate and detailed invoices for clients via Dubsado.
• communicate billing terms, payment methods, and due dates to clients.
• Send invoices to clients through appropriate channels (email, online platforms, etc.).
• Communicating with the bookkeeper to ensure alignment.
9. Copywriting
• Assist executive in generating and revising content and copy for blogs and newsletters 2 to 3 times a month and post it across all social media platforms (LinkedIn etc.).
10. Administrative Support
• Coordinate special projects, events, and initiatives as assigned by the executive.
• Perform general administrative tasks and other administrative duties as required.
REQUIREMENTS:
• Proven work experience as an Executive Assistant to C-level executives.
• Prior experience in engaging with entrepreneurs, C-level executives, and similar professionals.
• Proven experience in social media management.
• Proven experience in blog or newsletter writing.
• Proficiency with invoicing clients (platform of choice is Dubsado)
• Tech-savvy with a high degree of proficiency in the use of tools & software.
• Proficient in utilizing Slack, text, and other communication tools to ensure real-time communication and swift responses to executives and clients.
• Proficient in English communication with strong interpersonal skills.
• Strong analytical skills
• Demonstrated ability to remain flexible and adaptable in the face of unforeseen circumstances.
• Demonstrates a quick grasp of new concepts and technologies, showcasing an ability to swiftly acquire and apply new knowledge to tasks and challenges.
• Takes a proactive approach to identifying opportunities for improvement, anticipating needs, and actively seeking ways to contribute to the team.
• Excellent organization and time-management skills
• Laptop or desktop that is at least I5, or I5 equivalent and above.
• Strong internet connection with backup internet available.
• Self-directed and able to work with minimal supervision.
If you feel that you are a right fit for the role, kindly fill out the form below so we can process your application accordingly.
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Only those who will submit their forms will be entertained.
APPLY FOR THIS JOB:
Company: Pearl Lemon
Name: Leslie Orillaza
Email: