PERSONAL SUPPORT ASSISTANT

Work Schedule: Schedule is flexible – you just need to be able to work anytime between 6am-4pm UK time / 3pm-12mn Philippine time

ABOUT US:
We are a UK-based holistic hair care company with 25+ years of industry experience, specialising in curly / afro hair. We are currently looking for a Personal / Admin Assistant to join our growing team!

Company’s Website: Click to view/

Our mission is to uplift and celebrate afro + curly hair care worldwide. We support curlies by researching, creating, developing, and empowering curl carers; equipping curl care enthusiasts with the right knowledge and understanding, effective products and tools, and plenty of encouragement and support. The change we’d love to see includes innovative curl care products married with excellent education and the love for locs, afro, and curls to become standard right around the globe.

ROLE:
You will be an essential support for our CEO, protecting her time, energy, and efforts by creating ease, expansion, and efficiency in processes like communication organisation, travel planning, and calendar management. You will be responsible for building the infrastructure of our organisation and building a motivated team of dedicated believers that will help us achieve our company goals. This role is also responsible for supporting the overall vision of the CEO by driving the operational vision of our organisation. This role is heavily involved with the strategy and the implementation of our project management, quarterly plans, meeting cadence, and operational systems—including finance, legal, and technical systems. This role will require a good understanding and appreciation for the needs of an extremely creative visionary with neurodiverse brain (dyslexia. You will appreciate the requirements of what it takes to support a leader with ADHD tendencies to keep them focused and on schedule.

RESPONSIBILITIES:
PERSONAL CEO Assistance
– Help create processes in the CEO’s personal life
– Document CEO’s personal preferences
– Organizing emails, Handling calls and voicemail
– Answering messages on social
– Creating a system for addressing important emails and what needs additional support
– Creating efficiencies in managing and storing emails and addressing important items
– Booking travel
– Creating processes and documents around how to book travel/ preferences
– Developing a system for managing all important information related to travel (ex. Hotels, seat preference, traveller number, rental car)
– Managing the CEO’s calendar Scheduling appointments
– Proofing the calendar weekly (verifying appointments, verifying time, checking links, etc.)
– Protecting the calendar and creating efficiencies and processes around how to schedule and why to ensure the CEO is spending his/her best use of time
– Creating submission forms for speaking opportunities
– Reviewing speaking opportunities (podcasts, meetings, stages) and which ones are appropriate to pursue
– Ordering gifts/flowers for clients, squad, and family.
– Scheduling personal appointments for myself and the children (doctors appointments, lawyer appointments, school volunteering, play dates, etc.)
– Coordinate scheduling, travel, events, etc. with my nanny as well as my business team
– Booking travel arrangements (flights, hotel, car service, etc.)
– Managing my inbox including drafting and sending emails
– Making purchases as needed
– Documenting CEO’s business preferences
– Attending calls with the CEO, taking notes, and determining action items from call
– Looking for areas of opportunity to make the CEO’s life easier and take things off his/ her plate
– Reviewing CEO time studies, suggesting efficiencies, and identifying items to take over from the CEO
– Learning the preferences and way of thinking of the CEO
– Understanding CEO triggers, through process and opinions
– Understanding the limitations of the CEO and developing solutions around those limitations
– Acting as a sounding board for the CEO
– Able to consistently understand the intent and vision of the CEO, and work as a sounding board for the CEO.

OPERATIONS Assistance:
– Support the CEO in executing her vision and growing the business.
– Reinforce the mission and goals with our team so that we make certain that we are moving toward the CEO’s vision.
– Work with the team to reinforce the company tenets so that they are used in decision-making in all departments.
– Supervise all employees and contractors and conduct weekly team check-ins and ensure maximum performance for our team.
– Apply company systems throughout our organisation that protects and reinforce our team members and the company.
– Work with each team member to create and document all company processes/systems to be used as a resource for future hires.
– Emotionally self-regulate even during times of pressure and stress to be present for the team
– Approve the schedule of strategic meetings within the company.
– Bookkeeping. Categorising transactions
– Source + Manage the relationship with our outsourced accounting company to ensure that we continue to have up-to-date and accurate bookkeeping.
– Write blog articles for me & posting them on our sites
– Handle Social Media Creative and posting
– Handle customer service emails
– Create sales emails & send them to prospects
– Do web copywriting
– Researching/fact-checking

EXPECTATIONS:
– The CEO feels supported—she knows when to be where and what she needs to do in order to be successful, and is never overscheduled.
– The team has a consistent and predictable experience with the CEO and the CEO with the team.
– Dramatically decrease calendar cancellations that are caused by process or follow-up issues. The CEO is able to focus on strategic efforts, rather than tactical ones.
– Make suggestions then work with the team to implement corrections to gaps in the department.
– Your primary responsibility will be to show up 100% and be fully present and handle every aspect of the CEO’s needs.
– Each member of our team has a clear understanding of their contributions and how they align with the overall mission of the company.
– We have an engaged team that is motivated by our mission and the associated goals we set.
– We cultivate a team of leaders that allows each team member’s full potential to shine.
– The projects we commit to are completed on time and align with the vision set for our clients and the company.
– You will work to decrease the pressure on the CEO and be her barrier.

EXPERIENCE REQUIREMENT:
– At least two years of experience as an executive assistant
– Understanding and appreciation of neurodiversity and CEO’s with dyslexia
– High-level communication skills
– Emotionally self-regulate even during times of pressure and stress to be present for the team and the CEO.
– Able to consistently understand the intent and vision of the CEO, work as a sounding board for the CEO.
– Ability to set goals and develop achievable timelines to hit them.
– Highly developed self-awareness and leadership skills.
– You will work to decrease the pressure for the CEO and be her gatekeeper.
– You don’t have a problem handling personal tasks.
– Highly organised and efficient.
– Excellent organisational skills and ability to prioritise workload of self and others.
– Demonstrated strong business judgement and decision-making skills.
– Detail-oriented.
– Computer proficiency.
– Delivers well ahead of deadlines.

PERSON SPECIFICATION:
– You will be successful on our remote team if you are/have:
– Great communicator in writing
– Good people skills and nurturer (anticipating others needs)
– Type fast
– Won’t be easily offended
– Go-getter attitude
– Extremely reliable
– Positive, no excuse attitude
– If you are looking to learn marketing, copywriting, & growing a business, this will be a great position for you, since that’s all we do!

ABOUT COMPENSATION:
– Rate $3-5 per hour
– Will pay daily for the 1st week, then on a weekly basis after the 1st week. After the 1st month, we pay on the 5th and 20th day of the month.
– We pay bonuses for great work
– We pay 13th Month Bonus
– We give pay increases based on performance
– Every month you work, you earn 2 personal days which can be used as sick days or vacation days (24 Days per Year)
– These are the paid holidays: New Year’s Day, Good Friday, Independence Day, All Saints Day, Christmas Eve, Christmas Day, and New Year’s Eve (7 Days)

If you’re looking for a career that has unlimited growth potential and are willing to show up and serve daily, then we’d love to chat. We are here to radically change the lives of our clients and shake things up in our industry. We are looking for highly ambitious, team players with integrity and an entrepreneurial spirit.

We don’t make excuses, don’t settle for good enough, and are committed to leading well.

If you are looking for a career that is both challenging and fulfilling, please SEND YOUR
APPLICATION to: Click to view/26483247/f/t86hf-3708/KAY7DZ144VG4667ELB
This position requires that you have a high level of accuracy and attention to details. Put the word admin as the first word in your FULL NAME upon submitting your application. Please respond to this post by personalising it directly to our CEO- Klerissa McDonald.

Only short-listed applicants who will submit their application via the application form will be contacted for an interview via email.
Thank you and we’re looking forward to your application!