Executive Assistant to the CEO

Are you ready for a rewarding and long-term career opportunity with an established Ink 5000 company? Join our team and work alongside successful executives who are driven to make a greater impact in the world. We are currently seeking a highly organized and proactive individual to fill a two-part full-time position as an Executive Assistant and Personal Assistant. In this role, you will provide comprehensive administrative support to our CEO, ensuring their success by managing calendars, appointments, emails, purchases, and various administrative tasks. Additionally, you will play a crucial role in creating organizational systems and processes to support both the CEO’s professional and personal life, reducing noise and increasing efficiency.

Please apply via this link: Click to view/link/index/JB-F98E9IEJ6?u=1134213

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What you will be doing:

As an Executive Assistant:
• Manage emails and calendars, ensuring effective time management.
• Assist in completing tasks and projects to alleviate the CEO’s workload.
• Develop and maintain a system for managing important travel information, including hotels, seat preferences, traveler numbers, and rental cars.
• Create efficiency in schedules, optimizing the CEO’s time and productivity.
• Conduct research and provide reports on new initiatives and relevant information.
• Proof the calendar weekly and prepare for the upcoming week.
• Coordinate with departments to ensure the CEO has everything needed for the week.
• Attend calls with the CEO, taking comprehensive notes to ensure nothing is missed.
• Document the CEO’s business preferences and requirements.
• Attend weekly team meetings and assist in project management task creation.
• Coordinate with other team members to provide clarity on expectations and deliverables.
• Schedule appointments for the family as needed.
• Place orders, initiate returns, and assist with filing paperwork.
• Coordinate travel arrangements and activities.
• Assist the Chief Strategy Officer (CSO) and Chief Commercial Officer (CCO) as needed.
• Look for areas of opportunity to streamline the CEO’s workload and improve efficiency.
• Understand the CEO’s triggers, thought processes, and opinions.

As a Personal Assistant:
• Create and implement processes to support the CEO’s personal life.
• Document personal preferences and requirements.
• Establish organization and structure to enhance the CEO’s personal life and environment.
• Manage returns and handle necessary personal appointments for the family.
• Maintain car registration schedules, inspections, and cleaning appointments.
• Schedule appointments with vendors for home repairs and maintenance.
• Research information needed for important family decisions.
• Take ownership of creating and maintaining systems to serve the family effectively.
• Assist with event preparation for parties at the house.
• Manage house staff and various house-related projects.
• Take responsibility for project management of home and personal projects.

What we’re looking for:
• Have a minimum of 4 years of experience in calendar management, including coordinating meetings, appointments, and schedules for executives.
• Demonstrate high-level communication skills, both written and verbal.
• Showcase strong multitasking abilities, with the capability to set goals and prioritize work effectively.
• Exhibit excellent time management skills, ensuring efficient use of time and meeting deadlines.
• Have a genuine passion for calendars, lists, and accomplishing tasks.
• Maintain utmost discretion and confidentiality in handling sensitive information.
• Possess a love for organization, systems, and a process-driven mindset, supporting a busy family to achieve balance and alignment with their environment.
• Show dependability by consistently showing up on time during set working hours and promptly communicating any changes in schedule.
• Thrive in a fast-paced environment, demonstrating efficiency in tasks and responsibilities.
• Bring personal responsibility, high standards, compassion, and dedication to your work and our family.
• Possess the ability to set goals and prioritize effectively, ensuring optimal outcomes.
• Demonstrate highly developed self-awareness, recognizing strengths and areas for improvement.
• Foster a helpful and supportive attitude, working collaboratively with others.
• Showcase problem-solving skills, offering innovative solutions to challenges.
• Exhibit a strong desire to learn and grow both personally and professionally.

Requirements:
• Stable internet connection with a minimum speed of 75 mbps
• Fluency in communicating in the English language
• Antivirus will be set up on your computer
• Have high-level communication skills (written and verbal).
• Must be dependable, and show up on time during set hours (8am – 5 pm CT (UTC -6))

What you will get:
• 100% remote (work from home)
• Regular pay raises throughout your tenure
• Paid Holidays Specific to your country
• Paid Stipend for Full-time Employees
• Steady work with the same team for years!
• Opportunities for collaboration with other members of the team
• Camaraderie and all-around support with our Team Slack and Company Events
• Learning and development opportunities in different industries
• A positive and thriving company culture that understands work/life balance
• Paid wellness events
• An opportunity to grow within a rapidly scaling company