Executive Personal Assistant Jobs

In this role, you’re the right hand super-person to your executive and your contribution to their life allows them to run their company more effectively, have a bigger impact in the world and find time to still prioritize their health, family and personal lives.

THIS JOB DONE WELL LOOKS LIKE…

• Requiring zero follow-up for the CEO - if you’re asked to do a task and you know it’s going to take longer than a day or two, make sure the task is added into Asana and regular updates are made in there so your CEO knows that you’re on top of it and doesn’t need to ask.
• Making sure that things never need to be repeated, i.e. if you’re sent an address, make sure it gets stored in the CRM so you won’t need to ask for it again. If you’re asked to do a task that you know will need repeated, make sure it gets playbooked and assigned in Asana.
• Taking initiative and anticipating needs before they’re even communicated.
• Effective and efficient communication: instead of multiple texts, emails, calls and slacks throughout the day, questions and updates will be combined (along with all relevant information) for the CEO to reply to in an easy format. Respecting time and day boundaries, making sure that you ask questions well ahead of time, not leaving things last minute.
• Never sitting on your hands with a low workload. Recognizing that delegating takes time and effort, so making a conscious effort to seek out tasks and manage your own workload.
• Having a strong attention to detail, so that your CEO doesn’t need to QA or ask for more information.
• Overall, making your CEO’s day, week and months easier because you’re completely on top of yours and their workload, you communicate effectively, you don’t add extra tasks to their plate and you are continuously seeking out growth and learning opportunities so you can continue to expand your job role, responsibilities and knowledge.

This role requires support in two different areas: executive and personal.

EXECUTIVE SUPPORT

• In addition to sending relevant company reports, you’ll also be expected to send a quick report at the end of each week, detailing where you are at with projects, any questions/blockers you have, and what’s upcoming.
• Admin
• Events
• Maintaining important business and personal relationships through making sure communication is timely and important events are remembered.
• Travel
• Email
• Gatekeeper Role
• Initial creation of documents that the CEO can use to build on in order to finalize.
• Conduct ad-hoc research when necessary and present findings in a clear format. Keep this research tidy in organized files.
• You provide gatekeeping duties in regards to taking initial screening phone calls or meetings when necessary.
• Be the primary gatekeeper of the CEO’s email, making sure that at regular intervals throughout the day, anything unimportant or junk is removed, important unread emails are put into appropriate folders and emails that you’re able to reply to are replied to.
• Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the wider team.
• The team knows and trusts that they can go to you with questions, queries and tasks, and you’re aware of everyone’s roles and responsibilities so that you can do the same. You’re able to quickly assess how to escalate the situation or answer queries/questions.
• Gift ordering, wrapping & card writing.
• Light design work.
• Depending on the time of year and company prioritizations, you’ll be asked to prepare reports and send them to the CEO (and sometimes leadership team) on a frequent basis.
• Ensure that the CEO’s direct reports are on top of any project management that relates back to the CEO's tasks and responsibilities. If the CEO is blocked on a task due to another team member falling behind, make sure that the communication channel is open and everyone is aware of how to rectify and move forward effectively.
• Calendar + Communication
• Project manage the partnership, making sure that contracts are reviewed and signed, all partnership information is added into Asana and delegated to the relevant team members, partnership deliverables are delivered on time and the brand is receiving clear communication back and forth. Ensure that from start to finish, the process is smooth - the partnership is complete when all deliverables are delivered and full invoice has been received.
• Manage communications between CEO and brand partners where necessary, taking initial phone calls, doing reach out and scheduling correspondence.
• Sending flowers, gifts and cards where necessary. A job well done here includes thinking ahead of who the CEO may want to send thank you notes or gifts to, and continuously making note of preferences, budgets and messaging.
• Where necessary, scheduling travel arrangements for others involved in the event and circulating agendas with the necessary stakeholders.
• Manage and coordinate travel for both business and personal arrangements. Think through end-to-end details (including but not limited to check-in, mileage/TSA pre numbers, reservations, calendar clearing/rescheduling, transfers, childcare, glam, appointments, packing) for the trip and ensure that the CEO has everything they need ahead of time.
• Act as a project manager to the CEO, making sure that they are on top of their projects and tasks, as well as assigning work to appropriate staff on behalf of the CEO.
• Prepare agendas, attend meetings, and transcribe correspondence where necessary. If the CEO has assigned, or is awaiting a response or deliverable after a meeting, make sure to follow-up and make sure it’s completed. If the CEO is assigned something during a meeting, make sure it’s added into Asana.
• Where necessary, you may be asked to travel with the CEO on trips and provide in person assistance for the duration of the trip.
• Reporting
• Relationships
• Coordinate onsite meetings, luncheons, coffees, in-house events.
• Partnerships
• Project manage your own roles and responsibilities in a clear way, so that the CEO can see where each project and task is at.
• Support with posting on social media, as well as handling DMs.
• Coordinate the organization and hosting of both personal and business events, end to end. This includes all organization of the event ahead of time, management during the event, organizing and managing vendors to support the event and ensuring clean up of the event.
• Project Management
• Greet and check-in clients and other guests for meetings and events.
• Assist in the management and organization of the CEOs calendar by scheduling appointments, meetings, engagements, and daily activities, including running errands.
• Social Media

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To learn more about our company and culture, visit us online!

• (@bossbabe.inc)

bossbabe is an equal opportunity employer and works in compliance with both federal and state laws. Qualified candidates will be considered for employment regardless of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

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