ROLE
Are you a master at providing executive support and thriving in the orbit of a Sales Executive’s work? Do you take pride in being the right hand to a visionary? Are you passionate about building the efficiencies that drive a company’s success?
We’re seeking an exceptional and experienced Executive Assistant who’s dedicated to nurturing the flow of a Sales Executive’s genius. If you’re passionate about anticipating the needs of others, expertly managing follow-ups, and ensuring seamless follow-through, we’d love to meet you. Embrace a role where adaptability and proactive support take center stage in an environment primed for innovation and excellence. This is a full-time position ideal for a detail-oriented, adaptable go-getter who is super resourceful, organized and is able to represent their executive well.
RESPONSIBILITIES
The Executive Assistant is expected to help Jeff in the following ways:
Creating Time Freedom
Plan & prioritize – One of your main goals will be to free up Jeff’s time by taking tasks off his plate, so he can focus his time on activities that will drive exponential growth professionally and personally. This may look like keeping his days themed, helping his calendar stay in line with his themes/work buckets each day (Admin, Creative, Deep Work, Meetings, Deep Work/Personal).
Document and prioritize all Jeff’s tasks based on importance/urgency in relation to current projects.
Manage all Jeff’s tasks and assign/delegate tasks do not need to be completed by Jeff to his direct reports.
Develop a clear update cadence for Jeff so that he can stay in the quick start lane and never has to ask you for updates on tasks, calendaring, etc.
Triage calls / meetings as gatekeeper to Jeff to ensure only most relevant meetings are scheduled.
Collaboration, Communication & Execution
Collaborate with Jeff’s direct reports on his behalf.
Ensure that the Jeff’s Rocks (larger goals) are moving forward each quarter so we are all aligned in meeting company goals.
Review recordings of all of Jeff’s calls and document and prioritize action items from those calls.
Execute any follow-up tasks coming out of all L10s (weekly departmental meetings) and 1:1’s on behalf of Jeff to allow him to operate in his genius.
After meetings, send follow up emails, slack messages, or texts with action items to all participants.
Exercise radical follow-up and follow-through on deadlines and commitments that Jeff has made and agreed to.
Administrative & Logistics
Manage Jeff’s email and calendar, preparing him for meetings, travel, and events; able to optimize calendar efficiency.
Respond to communications on behalf of Jeff (mostly email, & Slack, occasional sms/phone).
Track Jeff’s commissions and accurately invoice Jeff’s clients.
Impletent 2nd brain system on notion.
Create “playbooks”/SOPs for all tasks.
Travel
Organizing travel and complicated itineraries for Jeff (and family if applicable) including but not limited to flights, hotels, dining, and activities.
Prioritize speed, convenience, comfort, and luxury.
Create easy to follow travel itineraries that meet Jeff’s needs.
Be available to closely follow travel arrangements during time of travel to resolve any travel related issues.
If travel is over the weekend or off hours, you will need to be available “on call” to resolve any travel related issues.
All aspects of travel planning should start 6 months prior to the event to ensure preferences are met and there are no issues.
All travel is correctly booked and input into the calendar as far in advance as possible but not less than 3 months in advance.
Research & Development
Carry out specific projects and independently research, prioritize and follow up.
Research & prepare notes when Jeff has calls “external” calls.
Vet vendors on zoom calls for Jeff, presenting the best options to him concisely.
Personal Tasks
70% of your time will be spent on “business” tasks. 30% of your time will be spent on personal tasks.
Consult “personal” and “family” calendars before scheduling Jeff for meetings, speaking engagements, travel, and etc. to ensure personal and family priorities are respected and prioritized.
Occasional coordination & communication with Jeff’s wife, regarding personal and family priorities.
Occasionally purchase gifts, and submit the first draft/template of notes for family and friends.
Point of contact for Jeff’s CPA, family office, personal & professional bankers, and legal team.
When traveling with family (business or personal), handle all travel arrangements for the entire family.
Manage all “life admin” tasks. DMV renewals, doctor appointments, dinner reservations, bill payment, budget review, expense categorization, tax document prep/organization/delivery to CPA, and etc. Voice phone calls will be required to complete some of these tasks.
RESULTS
Meeting Management & Calendar Optimization: Protect Jeff’s deep work time each week, ensuring he keeps a minimum of 10-15hrs free to work on higher level tasks in large connected blocks of time.
Inbox Management: Fully manage Jeff’s inbox, filtering emails, drafting correspondence, and often communicating on behalf of Jeff to ensure timely and appropriate responses, only escalating when necessary. Inbox 0 is maintained daily.
Strategic Partner Research, Outreach & Follow Up: Outreach to industry leaders, joint venture partners, or collaborations. Schedule meetings & follow up to bring projects to completion.
Decision-Making Support: Providing research to help Jeff make informed decisions. This may include preparing reports, gathering data, and presenting relevant information in a concise and comprehensible manner.
Travel Arrangements: Travel should be reconfirmed one (1) month prior to departure to ensure no changes or adjustments are needed, then again two (2) weeks prior to departure date. Prioritize speed, convenience, comfort, and luxury.
Personal Life Optimization: Handle “personal” tasks so that Jeff can prioritize family, personal, business tasks, in order of priority.
All Executive Assistant’s tasks are tracked/updated daily in
REQUIREMENTS
Must be action oriented. Constant and immediate action on tasks and projects must be taken everyday. If you procrastinate, this is not the position for you.
Able to anticipate Jeff’s needs – you are always one step ahead of Jeff helping to keep him on track, present, and focused. You find problems and create/implement solutions before Jeff even knows there was a problem.
Exceptional communication skills, both written and verbal – able to confidently respond as Jeff in emails and/or stand in as Jeff on calls.
A reliable, highly proactive, motivated self-starter. You’re not waiting around for tasks, you’re actively looking for ways to serve Jeff at the highest level and acting on them without hand holding.
Minimum of 2 years experience as Senior Administrative Assistant.
Minimum of 2 years of travel arrangement experience for high-level Executives.
Must be willing to work U.S. hours. 8am – 5pm PST.
There will be times when Jeff works outside of those above hours. You must have the ability and willingness to occasionally work outside of normal hours to support Jeff.
Relentless about following-up and following-through on tasks until completion. Often this will include holding Jeff accountable to follow through or following through on his behalf.
Kind and gracious, the secret word is secure, even in stressful situations, not easily offended or intimidated.
Has a positive outlook, is empathic, friendly, caring, and compassionate.
Extreme ownership and self accountability, with strong follow-through and outstanding client and customer service skills.
Resourceful, with excellent judgment skills.
Superb time and task management skills.
Tech-savvy and speedy, with the ability to learn new tools and software quickly.
Fast & reliable internet connection.
Owning a MAC is preferred, but not required.
Must have a professional appearance on Zoom. This means high video quality and clear audio quality. The background of the area where you take Zoom calls must be clean and professional. Blurred or virtual backgrounds are acceptable only if the quality is high.
Trustworthy and maintains confidentiality.
Key Attributes
Key attribute #1: Predictive Attunement & Solutionary
Look ahead to anticipate potential problems or needs of Jeff. Execute plans to avoid those problems and create solutions. This looks like always presenting 1-3-1 scenarios for solution based communication.
Key attribute #2: Follow Through in the Big & Small
Jeff is a visionary and a fountain of constant ideas. He’s a quick start who can get things into momentum, but needs a follow through person with attention to detail to ensure excellence continues through completion.
Key attribute #3: Force Multiplier & Speed
You can get the tasks done swiftly, but you’re also keeping one foot in higher level thinking at all times. Can we do this more efficiently? Is this thing we’ve always just done actually broken? Having you in the room will be an upgrade because of how you’re always thinking strategically. Jeff’s superpowers are multiplied with you at his.
Expected Proficiencies / Tools You’ll Be Using
Slack
(You must be or become an expert at this.)
Notion (You must be or become an expert at this.)
Google Docs
Google Sheets
Google Forms
Gmail
Google Calendar
Zoom
Loom
Calendly
AGREEMENT TERMS
Base pay: $1,750 – $2,000 Per Month
Hours: 40-50 hrs/week (Hours are logged using Clockify.)
Paid Time Off: 35 Paid Days Off Per Year
25 US & Philippine Holidays. 5 Paid Vacation Days. 5 Paid Sick Days.
Location: This position is remote. You will have the freedom to work from anywhere.
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Company: Rainmaker Family LLC
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