Executive Assistant to CEO

Full Job Description

REMOTE EXECUTIVE ASSISTANT POSITION:

The person in this role is responsible for overseeing the CEO's schedule and communication channels, social media effectively prioritizing and managing emails and phone calls, as well as arranging important meetings and business events. Their exceptional organizational skills and attention to detail enable them to keep the CEO informed, prepared, and on track, ensuring smooth operations and optimal productivity.

Here are the biggest challenges for this position:

• Learning how to navigate Auth.net, Stripe, Pandadoc, ClickUp and other netw technologies etc to execute tasks that recur on a semi frequent basis
• Ability to keep the CEO's tasks very well organized in CU when they are going to be given during meetings, on Slack, on email or voice note
• Being the CEO's eyes and ears inside of Slack channels he is no longer in to ensure clients are happy and progress is being made
• Adapting to change and sometimes attending late calls
• Organizing and documenting tasks from long calls or long voice notes accurately from the CEO
• Dealing with challenging personalities
• Staying organized with your other clients/work and with EA role tasks
• Handling complex projects

ABOUT THE COMPANY:

We are a group of problem solving, status quo bucking, out of the box thinking, go getter video podcasting rock stars building video podcasts for our clients with the goals to exceed expectations, create a WOW experience and make content for our clients that will make their jaws drop. We're looking for a CEO's assistant who thrives in a fast-paced, collaborative environment where creativity meets strategic execution.

More specifcally we are a podcast production and growth agency with a special focus on high end video podcast production, and consulting to help health and wellness podcasts produce the BEST possible content to help the attract more leads, sales, and revenue. We are head quartered in Des Moines, IA with team members around the globe. We have a small team of 19 amazing staff.

Job Responsibilities

You'll serve as the point of contact among the CEO and executives, employees, clients and other external partners, meaning people are contacting you not the CEO directly.

You'll attend a 30-40 minute huddle with the CEO every morning to review the inbox, ClickUp, and events on the calendar for that day and week, though this may turn into just a private Slack message over time. On this call you'll cover urgent things to do or responses needed, CU tasks via screenshare, emails via screenshare, calendar via screenshare, reminders, and calls booked for today along with upcoming tasks.

You'll manage the email inbox, prioritizing high-relevance messages and filtering out spam and irrelevant messages.

You'll be creating contracts and sending invoices to clients and prospects.

You'll review and manage the CEO calendar, identifying possible conflicts and making adjustments as needed, creating events and confirming attendance ahead of time from guests.

You'll prepare and format internal and external communications for the CEO, including emails, presentations, research and reports.

You'll compose confidential correspondence with discretion and attention to detail.

You'll maintain confidentiality of sensitive information and ensure security of important documents and data.During the CEO's calls you'll take notes, enter tasks into ClickUp and ensure all tasks have a due date.

You'll ensure timely completion of tasks assigned to the CEO and prevent overdue items.

You'll coordinate travel and accommodations, including booking flights, hotels, and rental cars.

You'll coordinate personal appointments requested by the CEO.

You'll attend all company meetings on time and prepare monthly Team call slides with updated information.

You'll provide constructive criticism with potential solutions to challenges you see within your job and the company.

You'll gather and report on key metrics every Monday morning from ClickUp, Authorize.net and other channels.

You'll maintain a positive attitude and focus on solutions and not problems.

You'll assist the management team with admin tasks, booking calls with team or external partners, or outreach to prospects or partners.

You'll monitor client Slack channels to ensure client satisfaction and that replies are being made in a timely manner.

Fill out the Agency Scorecard every Monday before 9:30AM CST 

Operations numbers 

Sales numbers

Operational expenses

New Leads or Sales from GHL

Ensure proper logistics for any scheduled event travel.

Conducting research and gathering information for specific projects.

Job Requirements

Here are the soft skills required:

Show up daily with a helpful go getter attitude

• Organization or both your tasks and the CEO's
• Teamwork
• Flexibility and Adaptability
• Integrity
• Customer Service
• Communication
• Judgment
• Attention to detail
• Communication skills
• Adaptability
• Discretion
• Time management
• Problem-solving skills

Skills Required

• Project Management - Intermediate

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