Executive Assistant

We’re a rapidly growing digital marketing agency that works closely with companies to create a loyal community around a brand that drives sales and establishes authority in that market. We are looking for a self-starter, proactive Executive Assistant. This position will be fluid, evolving, and challenging. We are looking for someone who enjoys breaking routine and working in a dynamic work environment that will change on a regular basis.

If you do not have any previous background as an Executive Assistant, please do not apply. We are only accepting very experienced individuals with at least 2+ years of experience for this role.

Position: Executive Assistant
Department: Operation / Administrative
Reports To: Rory & Emily
Job Type: F/T

Role, Responsibilities, Results, Requirements:

Role (Overview of the Position)
• The Executive Assistant is responsible for ensuring that the CEO spends the vast majority of his time working on business strategy/direction. You are the first line of defense against tactical tasks, email, projects (including personal and business related), and anything else that prevents him/her from doing so. If a task cannot be outsourced or assigned to another team member then you will handle it yourself until it is documented and can be passed on.

• A primary function of this role is taking the lead on implementing the Charfen Cadence™. The Cadence gives all team members perspective of where we’ve been, how we’re doing right now, and where we are headed - it drives the company Upgrade to see actual info’s also a communication system that creates incredible transparency among all team Upgrade to see actual info’s your job to plan, prepare, and execute the systems and processes within the Cadence.

Responsibilities (Tasks Associated with the Role)
• Assistant to the CEO
o Manage the CEO’s calendar, productivity, travel, and logistics.
o Helping the CEO complete items on personal and business Waterfalls.
o Manage the CEO’s email inboxes and ensure messages are answered timely.
o Gather data and populate CEO Metrics and Minimum Monthly Spend.
o Keep the CEO focused on company goals and not distracted by anything else.

• Administrative

o Turn tactical assignments into documented processes that can be handed off to other team members or contractors.
o Work with each team member to create and document all company processes/systems to be used as a resource for future hires.
o Identify, delegate, or handle any one-off projects that come up and do not fall within the 4R document of other team members (must be willing to take on a variety of one-off projects).
• Charfen Cadence
o Help manage team projects with kindness, integrity, and appreciation for each team member’s value.
o Fully learn, understand and implement the Charfen Cadence.
o Schedule, prepare for, and run the morning huddles and other necessary meetings.
o Drive and manage the tactical delivery of ongoing projects in the company deliverables for all company initiatives and report back to CEO and team.
o Maintain an accurate Google Calendar for the company around weekly meetings, monthly meetings, quarterly meetings, annual meetings, etc.

Results (Expected Accomplishments)
• We follow the Charfen Cadence™ and all of the meetings that go along with it.
• Each member of our team has a clear outcome, knows their KPIs and understands what they are accountable for (OTA - outcome, transparency, and accountability).
• We have an engaged team of True Believers that are excited about our company direction and committed to achieving our Client Centric Mission.
• We practice transformational leadership in our organization and allow people to understand what they are truly capable of.
• The projects we commit to are completed on time and create the desired outcome for our company and our clients.
• The foundation of our company, accounting, finance, taxes, human resources, and legal are up-to-date and accurate.
• We have a catalog with full documentation on all of the company’s systems and processes.
• The CEO has fewer and fewer Waterfall tasks until eventually there are none.

Requirements
• Detail-oriented. Does not let important details slip through the cracks or derail a project.
• High-level communication skills
• Emotionally self-regulate even during times of pressure and stress to be present for the team.
• 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 noise of the CEO and be his barrier.
• A solid understanding of how to use and create complex spreadsheets (macros not required) in Microsoft Excel and/or Google Sheets.
• A quiet home work environment, including:
o A computer
o Cell phone
o High-speed internet
• Efficiency, able to produce significant output with minimal wasted effort.
• Ability to delegate various tasks to appropriate team members or complete tasks yourself.
• Demonstrates an ability to quickly understand and absorb new information.
• Proactivity - acts without being told what to do and brings new ideas to clients.
• Strong desire to care and support others

This job description is not all-inclusive and certain activities, duties or responsibilities may be required of the employee as needed.

OPERATIONAL WORK HOURS:

Goal is to work 8 hours a day, 40 hours a week, or whatever the job requires.
Shift hours are EST ( Eastern Standard Time) or the hours of the CEO (if he is travelling you are required to be on his hours).
Weekends are ON CALL for team members.

SALARY & INCENTIVES:

Above Market Salary
Virtual & Work from Home
Paid Time-Off & Paid Holidays
13th Month Pay
Potential Annual Salary Increases based on Performance

HOW TO APPLY:

Please email Upgrade to see actual info with the subject line “I am a proactive, self-starting EA that will make your life easier. I love a good challenge.”

And answer these 3 questions in the email:

#1. What is your experience working as an Executive Assistant in the past?
#2. What makes you different from other candidates?
#3. How would you describe your personality? What type of activities are you interested in?

*Applications not following the above directions won't be considered for hiring. We look forward to hearing from you!

Thank you and good luck!