Executive Assistant

Job description

Position: Executive Assistant to the CEO

Status: Full Time, Hybrid

Location: Mayfield, KY

Mission:

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To inspire and encourage women in all areas of life to walk in their passion and purpose, all while providing realistic tools to help make that attainable, no matter their walk of life.

Your Team

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This position will report directly to our CEO.

Position Summary

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The CEO’s Executive Assistant is responsible for keeping our CEO productive, on-task and organized both personally and professionally. This person will work creatively and methodically with our CEO to define top priority personal and professional projects and ensure that her productivity is at its highest. The biggest responsibility of the Executive Assistant is allowing the CEO to get to a point where she is operating in her “Desire Zone” (aka. unique ability/genius) this is the zone where the CEO is working in her strengths and has the most impact on the company. The below Key Responsibilities and KPIs are provided as general descriptors of the most common tasks and duties this position will fill.

Key Responsibilities

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Calendar Management:

• Manage the CEO’s calendar. This person will protect the CEO’s schedule, keeping her calendar management tool up to date and in accordance with her calendaring rhythm.
• The position will be responsible for scheduling and confirming all the CEO’s appointments, calls and meetings, including live demonstrations and meetings with press.
• Oversee and manage the CEO’s personal and professional errands.
• Must be willing to move and reschedule appointments within a timely manner.
• Using forethought to identify things that should be on the calendar.

Travel Management

• Book and manage all the CEO’s travel both personally and professionally.
• Travel arrangements for CEO’s family, including any passport/visa requirements for International travel
• Researching and creating a database of key contacts the CEO can meet in the cities she is traveling to, and arranging those meetings

Communication Management:

• Daily Inbox management. The EA will aid in keeping the CEO’s inboxes at “zero” and manage the timely response to email either through a provided template or a transcription method from the CEO.
• Manage key relationships both personally and professionally. This includes implementing a follow-up process when the CEO makes a new professional relationship as well as nurturing current professional relationships that coincide with her travel schedule. The EA is key to helping the CEO follow up, nurture and build key relationships.
• Serving as the communication go-between for the company and any interviews or media appearances, internal/external that the CEO is involved in.
• Lead weekly team meetings that follow a specific established framework.

Efficiency:

• Identify all the task’s the CEO is currently doing and cut that by 70% (through eliminating, automating, outsource/delegating, or owning it as their own task).
• Complete all Individual Quarterly Projects on Time & Budget (bonus is helping CEO hit her projects as well).

Special Projects:

• Special projects include aiding the CEO in moving tasks forward in any project (mostly creative), whether personally or professionally, that arises in her busy schedule.
• Oversee and manage the CEO’s personal and professional errands.
• Formatting and posting content such as Reels and Tiktok.
• Aiding in the creation of simple graphics, social media posts, and blog photography as needed.
• Each Quarter the EA will have 3-5 Key Projects they are working on individually.
• Special projects include all the above but are not limited to the above. We are looking for an Executive Assistant who is creative and has a skill set to do a variety of things that helps keep the task off of the CEO. The person will not only make sure their quarterly projects are done but help assist the CEO to make sure hers are done as well.

Key Performance Indicators

• Creative tasks are coordinated to the CEO’s satisfaction in a timely manner with clean, on-brand execution.
• The CEO’s calendar will be full with revenue-generating meetings and calls based on her work rhythm and in conjunction with time sensitive tasks.
• The Executive Assistant’s folder in the CEO’s Inboxes (email, phone, social media, etc) are at Inbox Zero every day.
• Meeting Requests are responded to within 2 business days once calendar availability is confirmed with the CEO.

Qualifications

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Key Competencies:

The ideal candidate is creative and organized with an extremely high attention to detail. He or she has previous experience and has the following competencies:

1. Adaptability

• Demonstrates flexibility in the face of change
• Projects a positive demeanor regardless of changes in working conditions
• Shows the ability to manage multiple conflicting priorities without loss of composure

2. Organization

• Determines the appropriate allocation of time, prepares ahead of time for meetings to ensure they are concise and to the point.
• Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines

3. Proactivity

• Demonstrates the ability to foresee problems and prevent them by taking action
• Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs

4. Communication Skills

• Listening skills: Understands that the most important aspect of communication is the act of listening and actively works to improve those skills
• Oral skills: Speaks with confidence using clear, concise sentences and is easily understood
• Written skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors
• Telephone/E-mail: Uses high quality, professional oral and written skills (as described above) to project a positive image of the business

5. Client Service

• Interacts professionally with clients and associates at all times
• Warm Personality to our Stakeholders.
• Promptly responds to requests with accuracy and a courteous demeanor

6. Business Understanding

• Demonstrates an awareness of fundamental business principles as well as an understanding of both our offerings and the creative industry we serve.
• Quickly grasps the importance of specific relationships and does their part to nurture them, by your email responses, and suggesting gifts etc to keep on top of mind.

7. Team Player

• Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals
• Travel as needed to support the CEO or the team for special events.

8. Computer/Technical Skills

• Displays proficiency using standard office equipment such as a computer, scanner, etc.
• Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills

9. Judgment

• Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
• Swiftly refers problems/issues to the appropriate person(s) when necessary
• Works effectively without constant and direct supervision or guidance

10. Creativity

• Able to look at issues from multiple perspectives to come up with the best solution
• Keen eye for what works and what doesn’t visually, and the ability to apply that observation to tasks presented in both digital and physical media
• Understanding of what is needed for a creative visionary and business to authentically operate at their highest productivity

Expectations

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• Project Management: Not only utilizes but excels at the use of Google Workspace, Slack, Trello, and all other necessary applications
• Communication: Play an active role in communicating with others; Stay current with company information; Ask questions; Listen for understanding and take action; Be respectful in your communication with others; Participate effectively in work conversations; Use communications to improve results.
• Organization: Determines the appropriate allocation of time and balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
• Proactivity: Demonstrates the ability to foresee problems and prevent them by taking action; Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs.
• Adaptability: Demonstrates flexibility in the face of change; Projects a positive demeanor regardless of changes in working conditions; Shows the ability to manage multiple conflicting priorities without loss of composure.
• Creativity: Has an interest and ability in organizing content in established formats like Tiktok, Reels, social media posts, and blogs.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift

Work Location: In person

Salary : $20 - $25