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Executive Assistant
In Devil Wears Prada, Anne Hathaway embraces her inner badass while being an assistant to Miranda Priestly. I fell in love watching this happen with a little pushing from Miranda. (Okay, it was a LOT of pushing¦ and negativity¦ and being a cruel boss that part I did not like). My dream is to have an Executive Assistant that is a total badass looking to grow even more by working for a CEO invested in his/her growth.
For the longest time, I was the one everyone turned too to keep their lives on track. Clients, co-workers, assistants, paralegals, family they all depended on me to keep the ship sailing. Now, Im the one needing the help with multiple business ventures, a nationally recognized law firm, national speaking engagements, and a podcast, finding a brilliant right hand person is vital. Im looking for someone that enjoys working with a CEO who has a big vision and helps bring the vision to fruition to have a bigger impact on our clients (and the world).
In this role you will work hard. You will perform a variety of administrative tasks including managing my calendar, making travel arrangements, assisting at the law firm, helping plan events and making sure all clients are treated with the special sauce that makes our firm unique. You need to care a lot about client service - you enjoy making things look polished and are always thinking of the cherry on top of all of our client interactions.
Responsibilities
- Act as the point of contact between CEO, employees, clients, vendors and other external partners.
- Manage information flow in a timely and accurate manner.
- Manage executives calendar and set up meetings. Confirm all meetings 24 hours in advance.
- Reach out to schedule podcast guests, collect information and headshots from guests, and coordinate with our third party audio provider and social media guru for the firm.
- Prepare Thank Yous, Greeting Cards and find and arrange gifts for clients or vendors.
- Random bullet inserted to see if you are paying attention. The secret code is Holiday 9.
- Make travel and accommodation arrangements.
- Organize travel, accommodations, chefs, and activities for retreats with clients. The retreats are held out of state and occasionally you will need to travel to assist at the retreats, prep the house and conduct testimonial videos.
- Screen and direct phone calls and distribute correspondence for CEO and law firm.
- Process ingoing and outgoing mail for the firm.
- Order office supplies.
- Organize and maintain the firms filing system.
- Answer phones.
- Greet guests.
- Perform light housekeeping around the firm (occasionally take out trash, clean-up after clients or light pickup/sweeping).
- Create systems to make the CEOs life more efficient.
- Take care of anything that makes the CEOs life easier internet searches, errands, taking vehicle in for service, being flexible and proactive.
In this role, nothing is above you and nothing is below you.
Requirements
- Work experience as an Executive Assistant, personal assistant or similar role
- Excellent Facebook, LinkedIn, Google, typing and MS Office knowledge
- Outstanding organizational and time management skills excellent at complying with deadlines
- Enjoy reaching out to people.
- Familiarity with office gadgets and applications (setting up a printer or resetting a router doesnt freak you out)
- Excellent verbal and written communication skills
- Discretion and confidentiality
- Words to describe you: Smart. Discrete. Resilient. Effective. Organized. Positive.
We will likely get 100+ resumes for this role and we dont have time to interview all those candidates. We will cut almost everyone based on their application. If you dont follow these instructions, we wont even LOOK at your submission. The email gets deleted unread. So if you are going to bother to apply, dont mess this up.
1. To get us to open the email, you MUST put the secret code in the email subject line. If you dont have the secret code, do not apply.
2. You can send a cover letter OR video whatever is easier for you but it must include the answer to the question: Why will you work harder than anyone else in this role should you get it? It also MUST include your minimum compensation requirements (no BS/no dodging). Just be straight forward and tell us what you need to make saves us a lot of time and lets us know if you are the kind of straight shooter we like to work with.
3. Include your resume, but know our focus will be on your cover letter or intro video. Resumes are only vaguely interesting. You should be trying to blow my mind here and not fit into a mold.
