Executive Assistant To Ceo

About me:

I am Dr. Jane. I am a Naturopathic Doctor and a Natural Fertility Expert. I help couples who have been struggling with infertility for 1+yrs get to the root cause, heal and conceive naturally. My business is rapidly growing and I have an abundance of couples who need my help, so in order to make sure I can continue to serve on my highest level, I am hiring an executive personal Assistant to join my team.

I am fully virtual and work from home. My husband is also an entrepreneur and works from home. We have 2 daughters and a cat.

About the role:

In this role, you’re the right hand superperson 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…

Taking initiative and anticipating needs before they’re even communicated.

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.

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 Google sheets/Trello.

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.

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 Trello and regular updates are made in there so your CEO knows that you’re on top of it and doesn’t need to ask.

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.

JOB DESCRIPTION

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

Executive Support

Gatekeeper Role

• 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.
• You provide gatekeeping duties in regards to taking initial screening phone calls or meetings when necessary.

Project Management

• 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.
• 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.
• Project manage your own roles and responsibilities in a clear way, so that the CEO can see where each project and task is at.

Calendar + Communication

• Assist in the management and organization of the CEOs calendar by scheduling appointments, meetings, engagements, and daily activities, including running errands.
• Make sure that appointments are scheduled in accordance with CEOs preference of themed days, meeting lengths and maximum meeting hours.
• Proactively review the CEO's calendar to make sure that the upcoming week/month will run smoothly and there are no scheduling conflicts. This job done well will look like scheduling the CEO’s calendar in the exact way they’d schedule it themselves.
• Assist in other communications, including written, telephone and voicemail messages, as well as screening calls, taking initial calls, taking meetings and receiving visitors.
• Clearing and rescheduling the calendar when necessary.
• Making sure the calendar is color coded and organized/titled appropriately with all necessary details, including added Zoom links.
• Provide clear communication about what’s on your agenda in Slack daily, with updates at the beginning and end of each day.

Email

• 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.
• At 4pm each day, send an update in Slack for email of anything that’s been put into folders which needs the CEO to specifically go in and answer, anything urgent that needs to be looked at, and a quick list of questions/blockers you have in order to reply to the others.

Reporting

• 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.
• 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

• 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 Trello.
• Manage admin filings for CEO’s LLC, and communicate with other relevant stakeholders to make sure the business is always legally compliant and on top of reporting.
• Assist in file and task organization via Google Drive and Trello. Make sure filing is always up to date and tidy.
• Conduct ad-hoc research when necessary and present findings in a clear format. Keep this research tidy in organized files.
• Initial creation of documents that the CEO can use to build on in order to finalize.
• Supporting the CEO in sales admin for high ticket products, from collating contact lists, to reaching out, managing and finalizing sales.

Partnerships

• Manage communications between CEO and brand partners where necessary, taking initial phone calls, doing reach out and scheduling correspondence.
• Project manage the partnership, making sure that contracts are reviewed and signed, all partnership information is added into Trello 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.

Social Media

• Working with other team members (appointment setters) in filtering and responding to DMs on the CEO's personal social media account, with the exception of friends and family.
• Deletion of bot/spam comments on posts.
• Answering to other team members and supporting them when posting and/or scheduling social media posts are delayed.
• Providing address to approved brands for gifting, sending a thank you note once received, receiving and organizing gifting products and ensuring CEO has time blocked to take pictures/videos of brand and tag where necessary.

Travel

• Manage and coordinate travel for both business and personal arrangements. Think through end-to-end details (including but not limited to check-in, mileage/NEXUS, reservations, calendar clearing/rescheduling, transfers, childcare, glam, appointments, packing) for the trip and ensure that the CEO has everything they need ahead of time.
• Where necessary, you may be asked to travel with the CEO on trips and provide in person assistance for the duration of the trip.
• Managing both the business and personal elements of travel plans. Personal elements include packing and unpacking suitcases/bags for the trip, making sure that the house is taken care of when CEO is away (letting vendors in/out, dropping cat off at sitters, light cleaning, organizing, replenishing, organizing mail and packages), self care appointments upon return and stocking up on groceries for CEO’s return.
• This job done well looks like booking and scheduling the trip in the exact same way the CEO would for themselves, and keeping an organized document of what worked/what didn’t so that each trip can be improved upon.

Events

• Coordinate onsite meetings, luncheons, coffees, in-house events.
• Greet and check-in clients and other guests for meetings and events.
• 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.
• Where necessary, scheduling travel arrangements for others involved in the event and circulating agendas with the necessary stakeholders.

Relationships

• Maintaining important business and personal relationships through making sure communication is timely and important events are remembered.
• 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.
• Gift ordering, wrapping & card writing.

Personal Support

Family Fit

• Get to know the family members and their individual preferences.
• Spend time and become familiar with all aspects of the residence, so that you’re able to manage the residence just as well (if not better!) than the CEO themselves.
• When spending time at the residence, making sure to allow the CEO and their family to have their own space and time, honoring a quiet and peaceful space. Your presence should never feel like the family is having to host you or be “on” while you’re there.

Operating System + Playbook

• Manage both operating system and playbook, executing on playbook tasks and making sure it’s always up to date.
• Consistently adding new tasks and processes to the playbook.

Organization

• Keep the family’s organizational system within the home tidy and up to date. This includes but is not limited to the master bathroom, master closet, pantry, kitchen, laundry room, linen closets and guest bathrooms.

Staff Management

• Coordinate and manage vendors and contractors at office and/or residence. For example, management of the housekeeper means scheduling, making sure that they do their job effectively, providing feedback and sending payment on time.
• Assist in creation, management and maintenance of contact list.
• Delegate tasks to virtual assistants when necessary.

Clean Up

• Swipe counters, clear or fill dishwashers if necessary, prop cushions, put things back in place, put away odd objects and pick up rooms.
• Turn over guest rooms, or delegate to the housekeeper, when necessary.

Mail

• Receive mail, sort who it’s for and trash ads/unnecessary mail.
• Take action on filing mail appropriately, sending to the relevant team member or handling (i.e. bill paying).

Errands + Chores

• Perform a variety of errands and tasks around the office or home, including but not limited to dry cleaning, processing and shipping returns, random store runs and taking out trash.
• List personal items for sale on Facebook marketplace and manage the sale, collection and payment process.
• Small home repairs and light furniture building.

Groceries

• Order groceries on a weekly basis, arrange delivery or pick up, organize and put away.
• Washing food and basic food preparation to make the weekly menu/meals easier.

Replenishment

• Ordering replenishment of backstock on a regular basis, adhering to the product process in the playbook.
• Replenishment of hand towels in bathrooms on a weekly basis. Ensuring the housekeeper replenishes bath towels on a weekly basis.
• Stocking each bathroom with toilet paper, and stocking the pantry with kitchen roll.
• Replenish supplements in the organizer each week based on the playbook.
• Other orders where necessary.

Appointments

• Scheduling appointments and ensuring paperwork or pre-work is done ahead of time.

Finance

• Payments of invoices and bills.

Car

• Schedule monthly car cleaning for both cars.
• Fill up gas on a weekly basis.
• Taking cars for service and repairs.

Schedule

• 20 working hours per week, Monday-Friday - half remote, half in residence.
• Schedule is open to change based on workload per week.

How to apply.

Shoot a short, 3 minute video telling me why you want this job. Introduce yourself, show me how you would show up if you were given the opportunity for the role.

Specifically, I’d like to know:

• Why do you like being an Executive Assistant?
• Why do you want to work for me and not someone else?
• Give me an example of how you organize your day, some productivity and efficiency hacks.

Remember: I am not looking for a feature length movie, 3 minutes tops will do! (Seriously, previous candidates have missed their chance at positions because they sent me videos over 3 minutes. Brevity matters.)

I value your ability to communicate and to connect with people. Video production isn't so important, but take some time preparing what you want to tell me. There's no prize for the first response, I am looking for how you show up here.

If this role sounds like the right fit for you, please email your resume and a link to your video in order to be considered.

Looking forward to meeting you.

Job Type: Part-time

Salary: $35.00-$50.00 per hour

Expected hours: 15 – 30 per week

Benefits:

• Casual dress
• Flexible schedule
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• Secondary School (preferred)

Ability to Commute:

• Calgary, AB T3H 3L2 (required)

Work Location: Hybrid remote in Calgary, AB T3H 3L2

Application deadline: 2024-03-10
Expected start date: 2024-03-11