Executive Personal Assistant for CEO

We are seeking a highly organized, highly proactive, and highly detail-oriented Full-Time Personal Assistant to provide comprehensive personal and professional support in a fully remote capacity for the Founder of our marketing agency.

Key Responsibilities:

Calendar Management:
Organize and prioritize tasks within the calendar.
Suggest delegation opportunities.
Ensure all important deadlines and reminders are time-blocked.


Email and Slack Management:
Achieve inbox zero daily by managing emails and Slack messages.
Draft replies for review.
Forward only critical communications requiring immediate attention.

Content Creation:
Develop initial drafts for social media posts.
Create before-and-after content for completed projects.
SOP/FAQ Development:
Identify frequently asked questions from team communications.
Compile them into a Standard Operating Procedures (SOP) or FAQ database.

Networking and Outreach:
Assist with LinkedIn job postings and enhance algorithmic reach through strategic commenting.
Conduct outreach to potential agency referral partners to schedule networking calls.

Personal Brand Development:
Identify opportunities to grow the personal brand by reaching out to podcast hosts.
Secure speaking engagements at events.
Locate relevant conferences to attend throughout the year.

Meeting Review and Documentation:
Review recorded meetings from platforms like Loom and Fathom.
Highlight key sections.
Extract relevant content for SOP creation.

Candidate Evaluation:
Shortlist job candidates.
Review contractors on Upwork.
Assign test projects and identify top candidates.

Workflow Automation:
Assist in building custom GPTs to improve workflow efficiency.

Financial Organization:
Collect and organize receipts on a monthly basis.

Document Management:
Organize Google Drive files and Notion pages for optimized access and storage.

Personal Responsibilities:
Online Purchasing:
Handle ordering of groceries and miscellaneous items.
Manage Amazon purchases.

Appointments and Reservations:
Book reservations.
Manage appointments for doctors, dentists, and pharmacies.
Exercise Scheduling:

Ensure time for exercise is allocated in the calendar.
Travel Planning:
Manage logistics for personal and professional travel.
Conduct research, booking, and itinerary management.

Qualifications:
Proven experience as a Personal Assistant or in a related administrative role.
Exceptional organizational and time management skills.
Strong written and verbal communication abilities.
Proficiency in managing online calendars, emails, and Slack.
Familiarity with content creation, social media management, and project tracking.
Ability to work independently in a fully remote environment with minimal supervision.
Proactive approach to identifying opportunities for optimization and growth.
Competence with online tools such as Google Workspace, Notion, Slack, and Upwork.

In your application, submit a video answering the following 7 questions. Applicants who do not submit a video will not be considered:

1. If you notice recurring workflow issues or missed deadlines, describe the proactive steps you would take to address them independently.

2. Given that I struggle with rigid time-blocked schedules and task durations vary significantly, how would you proactively manage and adjust my calendar to keep me productive without causing overwhelm?

3. If I find it challenging to manually confirm task completions, how would you proactively track what's done or needs follow-up without creating extra administrative tasks for me?

4. How would you proactively handle important emails or Slack messages requiring immediate attention when I'm busy or unavailable, without direct instructions?

5. Describe how you would independently identify and pursue opportunities (e.g., podcast appearances, networking events) to enhance my personal and professional brand.

6. Can you provide an example of a time you proactively introduced or implemented technology or automation solutions to improve workflow efficiency without direct oversight or instructions?

7. Would you be able to work between 9am-5pm EST?