Executive Virtual Assistant / Life Optimizer

Job Description:

Daily task management:

• Create, update, and maintain daily to-do lists and schedules
• Prioritize tasks and projects based on urgency and importance
• Ensure timely completion of tasks and projects
• Provide reminders for appointments, meetings, and deadlines

Calendar management:

• Schedule and manage appointments, meetings, and events
• Coordinate and adjust schedules based on changing priorities
• Set up reminders and notifications for important events

Legal support:

• Assist with document review and drafting of contracts, agreements, and other legal documents
• Coordinate and track case progress and deadlines
• Manage and organize digital and physical legal files
• Conduct legal research and summarize findings

Business support:

• Assist with order tracking, costing, and event preparation
• Coordinate with suppliers, vendors, and customers as needed
• Manage social media accounts, marketing efforts, and customer inquiries
• Maintain and update company records and documentation

Content creation support:

• Research and brainstorming content ideas for various platforms
• Assist with content planning, scheduling, and organization
• Coordinate with collaborators, sponsors, and other stakeholders
• Manage and organize digital assets and resources related to content creation

Travel and event planning:

• Research and book flights, accommodation, and transportation
• Coordinate and plan event attendance and participation
• Create and manage travel itineraries and schedules.

Personal support:

• Assist with meal planning, shopping lists, and other personal tasks
• Schedule and manage personal appointments and activities (e.g., Igbo lessons, therapy sessions)
• Provide motivation, encouragement, and support to promote a healthy work-life balance

Office management:

• Coordinate with office staff, maintain office supplies, and manage office resources
• Ensure a clean, organized, and efficient work environment
• Manage and organize digital resources, notes, and documents
• Handle sensitive and confidential information with discretion

Must Haves:

• Bachelor’s degree or equivalent experience
• Minimum 3 years of experience as an executive assistant or in a similar role
• Excellent English communication skills both written and verbal.
• Strong attention to detail and organizational skills
• The ability to multitask and manage multiple ongoing projects
• Excellent problem-solving and decision-making skills
• Proficiency with task management, communication, and collaboration tools
• Self-motivation, proactive, and able to work independently
• Strong memory, intelligence, and trustworthiness
• The interest to constantly learn and flexible to better serve Client’s needs and help them achieve their personal and professional goals.
• The comfort working in a fast-paced environment and possess a strong work ethic to ensure success in the role.
• Knowledge in editing videos in CapCut or Adobe Premiere Pro
• Travel planning experience
• Knowledge about AI and keep up to date with technology.

Additional Responsibilities:

• Prioritize tasks, make quick decisions, and solve short-term challenges efficiently.
• Set up systems that save time in the long term and identify gaps where hiring someone makes sense.
• Conduct a task audit and determine which tasks can be delegated or hired out.
• Categorize tasks into Genius Zone, Excellence Zone, and WTF Zone (Why The F* am I doing this Zone).
• Assist with decluttering, organizing, and managing email inbox.
• Set up systems for automatically organizing and decluttering the inbox.
• Manage and optimize the executive’s calendar based on ideal and current schedules.
• Work closely with the executive on project management and goal tracking.
• Review legal documents for relevancy and bill the client hourly for document review related work.
• Apply for document review projects and strive to maintain at least 3 projects at a time.
• Complete tasks associated with business and brand growth, such as applying for awards/recognition, conducting welcome/sales calls, press outreach, and event planning.
• Possess high energy, a positive and optimistic attitude, and excellent communication skills.
• Exhibit an unshakeable calm, peace, and level-headedness, regardless of circumstances.
• Be an independent thinker, able to ask why and make decisions based on understanding.
• Maintain discretion and confidentiality regarding private details of the executive’s life and business.

This is a full-time role that requires exceptional attention to detail, responsiveness, and the ability to optimize the executive’s life and work. The ideal candidate will thrive in a fast-paced environment and demonstrate self-motivation and adaptability to better serve the client’s needs and goals.

ABOUT ME
I’m in search of an exceptional, creative mind to complement my own, as I dive into the world of boundless ideas and creations. As a visionary and a creative, I thrive on exploring new horizons, and I need a reliable Executive Virtual Assistant / Life Optimizer who can expertly manage the essential aspects of my professional life, allowing me the freedom to fully immerse myself in the world of imagination and innovation.

My Strengths Finder:

1. Futurist with a Creative Vision:
The future beckons with endless possibilities, and I’m constantly driven by what could be. My mind is a canvas where ideas are painted with vivid colors and brought to life. I love to brainstorm and delve into uncharted territories of creativity. Your role as my Executive Virtual Assistant is to be the foundation that supports these dreams, ensuring that my ideas can take flight while you manage the practicalities of our endeavors.
2. Activator Igniting Potential:
Ideas are wonderful, but bringing them to reality requires action. I’m an activator, fueling the spark that sets ideas ablaze. However, I also recognize that some projects may need nurturing and gentle pushes. That’s where your expertise comes in—knowing when to guide, when to step back, and when to offer your own creative insights to propel our projects forward.
3. Maximizer Elevating Excellence:
In the realm of creativity, perfection is an ideal we strive for. I’m a maximizer, seeking the most effective and efficient routes to transform my visions into masterpieces. My focus is on elevating excellence, and I rely on your keen eye for detail to ensure that every aspect aligns with our creative vision. Your dedication to excellence will help shape our projects into works of art.

A Dog Lover with a Cute Shih Tzu Named Cici:
Beyond my creative pursuits, my heart is warmed by the love and companionship of my adorable Shih Tzu, Cici. As my Executive Virtual Assistant, you’ll also be a part of my furry family, sharing stories and laughter about Cici’s charming antics.

Empowering Growth and Caring About Peers:
One of my core values is to encourage growth not only within myself but also in those I work with. Collaborating with me will be an opportunity for you to experience professional and personal development. Your growth matters to me, and I’m committed to fostering an environment where everyone can flourish.

The Intersection of Creativity and Anal-Retentiveness:
I’m unapologetically meticulous when it comes to the creative process. I believe that every detail counts and contributes to the overall impact of our work. Your understanding of this creative anal-retentiveness will ensure that we maintain high standards and deliver exceptional outcomes.

Join My Creative Journey:
As we embark on this creative journey together, you will play an integral role in shaping our dreams into reality. Your support and expertise will be the key to unlocking the full potential of our creative endeavors. I’m excited to have you as my Executive Virtual Assistant / Life Optimizer, and I look forward to celebrating the beautiful symphony of creativity we will compose together.