Are you a self-starter and love efficiency? Do you love actively taking work off someone’s plate and doing work at a very high level of quality and integrity?
I’m a creative video game CEO (founded company, now 85+ people) who just wants to keep making video games, board games and film. To do this, I need to have all the personal, administrative and household stuff taken care of for me, without a lot of back and forth, and with a lot of creativity and problem-solving. I also want to have a lot more fun, which I’m hoping you can help arrange!
For this, I’m looking to hire an executive assistant for my personal life (80% personal, 20% work). I’m looking for an intelligent, entrepreneurial, thoughtful, perfectionist. I want someone that will thrive with constantly doing things better and more efficiently. It’s going to take some time for us to learn to work together, so I hope you’re up for the challenge. I’d love for this position to last for many years.
Compensation
- Starting at $40 per hour. Pay will increase based on performance.
- No benefits to start, but I may be able to provide them after we’re rolling (I want you to have them).
- Starting around 10 hours per month. I want this to grow as you learn how to take more off my plate. I’d love for you to be working full-time and handling tons.
Requirements
- Please note: This is not an entry-level position. You MUST have at least 3 years as an Executive Assistant for a CEO or business owner. You should have a toolbox and playbook at the ready.
- I would prefer someone local (central Los Angeles) but I’m open to virtual. I’m very used to working remotely, but you would need to handle physical tasks at house somehow.
- Highly organized. You should keep detailed notes from our calls and make sure nothing slips through the cracks (ie, bringing up tasks that slipped by).
- Somewhat tech savvy, so you can suggest or implement 2FA, automated forms, use and maintain 1Password, set up Zoom conference invites, update tasks in Todoist, run emails or letters through ChatGPT to improve them, etc.
- Smarty pants (probably with a Bachelor’s). Ability to learn quickly, and solve tasks with minimal or no guidance.
- I’m looking for someone responsive, looking to respond with a “I’ll take care of it” or follow-up within an hour (including on weekends). If something doesn’t actually need to be taken care of immediately, I’ll indicate that as well so you’re not unnecessarily stressed. I want you to have a life!
Be candid with me about what we should change to constantly improve our work together. I will need to unlearn some habits to make this work well.
Responsibilities
- Handle all management of a few properties.
That includes finding, managing and scheduling house cleaner, a possible housekeeper, handling all mail, packages & returns, regular house maintenance (pool, window cleaning, etc), repair folks and keeping the house in tip-top condition.
Ideally, you are actually stopping by the house frequently so you can notice and take care of problems on your own.
I’d like you to maintain an electronic “butler book” which is a master record of all vendors, work done, emergency processes, codes, etc.
Work with vendors to deliver, install, move and return furniture.
Be the point person for anything and everything related to these properties.
- Work with my family office on all billing, agreements and contracts. If someone asks me to forward a security code, something’s very wrong!
- Book personal travel, hotel and cars. Remember my preferences so it’s super easy.
- Work with agents or others to book James Bond style adventures.
- Book the occasional chef or catering for cocktail and dinner parties.
- Run regular check in calls to capture new tasks and follow up on existing tasks. I want to batch requests through email or phone instead of text.
- Handle physical errands like dry cleaning, sending packages, changing gate codes, handling car repair appointments, purchasing and returning things. This might need you to be local, or find a way not to be.
- Scheduling (interviews, video shots, journalists, meetings with friends, date night)
- Email management: getting off lists, responding to common requests, scheduling, buying tickets and experiences.
- Calendar management and scheduling appointments (doctors, shows, meetings).
- Gift giving - check birthdays, anniversaries, think ahead and suggest some options that will delight the loved ones in my life.
- Find home for unneeded clothes, furniture, electronics and housewares.
- Donate to charities through my donor-advised fund. That might mean filling out applications for out of country charities, writing and mailing checks, or working with my financial team to make it happen.
- Stretch goals: Can you find ways to have my laundry done? Packing for trips? Formatting text and sending out email for new blog entries?
Character
- You should take pride in your job and do it at a very high quality.
- We should treat everyone we come in contact with (vendors, support folk, staff) with the utmost courtesy and respect. I’m a nice guy and I want to work with someone nice.
- You should like efficiency and be averse to waste of any kind. That includes waste of money, time and effort.
The less I have to think about these things, the happier I’m going to be!
Are you game? If so, please answer these questions when you submit your application:
Questions
- I accidentally left my sunglasses at a coffee shop today. What would you do?
- It’s a rainy Sunday and I leave you a voicemail that there’s some leaking water at my house! What would you do?
- I'm in Milan and I have 50-75 pages that need to be scanned. What would you do?
- Please give me a couple examples of some tasks you resolved for someone in the past that delighted and surprised them (because they didn’t think it was possible, or because it made them so happy).
