Executive Virtual Assistant

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 on their clients 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 aren't regularly repeated, i.e. if you’re sent an address, make sure it gets stored 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 an SOP is created and assigned in Asana on a recurring basis.

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 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 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.

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.

If you are looking for a dynamic role with a growing company and want a career in the online space, we’d love to hear from you!

ABOUT THE CEO

Raven Lovelock is a Fractional DOO and Custom Experience Curator for value-driven online CEO’s. She supports founders with both their internal operations as well as In-person event planning and group travel. She has worked with top influencers and globally recognized thought leaders within the online space, primarily, brands that promote the growth and development of ambitious driven women. She believes in being a CEOs strongest ally, biggest cheerleader, and their most efficient support system. She enhances the professional lives of those she works with and connects with every client, teaUpgrade to see actual infomber, vendor on a level that is deeper than a checklist. Through group travel, transformational live events and business operations, Raven utilizes her innate abilities to curate phenomenal experiences both inside and outside companies.

Job Description

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

Gatekeeper Role
- Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and clients or Upgrade to see actual infolendar Management
- Assist in the management and organization of the CEOs calendar by scheduling appointments, meetings, engagements, and daily activities, including running errands. Personal or business and ensuring paperwork or pre-work is done ahead of time.


Email + Virtual Mail
- 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 tagged and emails that you’re able to reply to are replied to.
- Providing administrative assistance, such as writing and editing emails, drafting emails, and preparing communications on the executive’s behalf. Great written communication skills are required.
- Receive virtual mail and shred ads/unnecessary mail and forward important docs to the CEO.
- Keeping an eye out for emails 48 hours old, sending canned responses.

Admin
- Conduct ad-hoc research when necessary and present findings in a clear format. Keep this research tidy in organized files.
- Provide administrative support, such as typing, dictation, spreadsheet creation, e-signatures, and maintenance of filing system and contact database.
- You will be asked to make purchases either personal or business related and ensure proper delivery to the CEO's preferred address.
- Support CEO in personal subscription cancellations, refund requests with retailers, or transaction disputes.

Finance
- Handle basic bookkeeping tasks and bank reconciliations via Wave or Quickbooks.
- Process internal and external invoices, ensure tech subscriptions are on autopay and balances up to date.
- You’ll be asked to prepare monthly cash reports and send them to the CEO.

Project Management
- Act as a project manager to the CEO, making sure that they are on top of their projects and tasks.
- Ensure that the CEO’s clients or associates 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 a client or associate falling behind, make sure that the communication channel is open by following up to help move forward effectively.
- Project manage your own roles and responsibilities in a clear way, so that the CEO can see the progression for each project and task within Asana Project Management tool.
- Owner of creating new SOPs and ensure that they are constantly kept up to date.
- Support the CEO with upkeep and management of the Dubsado CRM updating workflows and automations as needed.

Contractor + Vendor Management
- Support with vendors and contractor management, delegating tasks to contractors when necessary. Making sure that they do their job effectively, providing feedback and sending payment on time.
- Assist in creation, management and maintenance of a contact database for vendors.

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/TSA pre numbers, reservations, calendar clearing/rescheduling, transfers, packing) for the trip and ensure that the CEO has everything they need ahead of time.

Event Management + Partnerships
- Manage communications and outreach between CEO and event partners where necessary, doing initial research for full scope event planning and/or paid partnerships and affiliates.
- Support the CEO with event planning client projects including but limited to, activity planning, Travefy CRM support, itinerary building, expense and budgeting management.

Lead Generation
- Collaboratively work with the CEO to develop lead generation strategies and systems to generate lead opportunities with prospective customers.
- Develop a strong knowledge of the company’s products and services in order to facilitate the sales process through social selling and direct email marketing to key clients and prospects.
- Oversee DM’s and/or lead responses from lead gen efforts.

Relationships
- 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 family members and close friends of the CEO along with their individual preferences, celebrations and messaging. (Contact Database)

SCHEDULE: 10-15 working hours per week with room for growth. This schedule is flexible to change based on workload per week. Ideal working hours are between the hours of 9am - 5pm EST but NOT Upgrade to see actual infoERNAL SOFTWARES
Dubsado
Asana
Wave // Quickbooks
Google Workspace
Travefy
Canva
Miro
Notion
Anytime Mailbox
Zapier

How to Apply
If you’d like to be considered for this role, please begin your response with "I am your SUPERSTAR" :) and include a link to your resume/portfolio. Bonus points for including a video introducing yourself . :)