Personal Executive Assistant - Part Time

Job Description:

The Personal Executive Assistant provides high\-level administrative and operational support to the Chief Executive Officer and Executive Team. This role requires exceptional organization skills, discretion, professionalism, and the ability to manage multiple priorities in a fast\-paced environment utilizing all technological resources.

The ideal candidate is exceptionally detail\-oriented, highly dependable, proactive, resourceful, and comfortable handling both business and personal responsibilities with professionalism and discretion. This role is best suited for someone who enjoys helping others, thrives in a flexible and fast\-paced environment, and can smoothly transition between strategic business support and day\-to\-day logistical tasks. This role offers significant flexibility and autonomy for the right candidate and is intended to become a long\-term, trusted support partnership.

Essential Duties and Responsibilities:

• Reading and handling email.
• Screen calls, voicemails, emails, inquiries, and other communications to respond or redirect as appropriate.
• Handling a variety of personal administrative and logistical tasks for the CEO and family, including highly detailed coordination, scheduling, purchasing, errands, reservations, and follow\-through on time\-sensitive matters.
• Making travel arrangements, creating and organizing itineraries, and expense reporting while keeping all calendars up to date.
• Creating and maintaining meeting agendas (including but not limited to the weekly, monthly, quarterly, and all\-staff meeting agendas).
• Attending all meetings in\-person and coordinating breakfast, lunch, and snacks as needed (which may include physically shopping for, picking up and/or ordering the food).
• Manage multiple complex online calendars, scheduling, and assisting of meetings and events.
• Coordinating and managing events and parties at the CEO’s house, including the Company’s annual summer party(ies). This includes but is not limited to guest list management, invitation creation and management, and coordinating catering orders and outside help.
• Coordinating, calendaring, creating, and maintaining of advisory board meeting agenda. Attendance of the board meetings to take minutes. Dissemination of the advisory board information prior to all board meetings, and coordinating board payments and reimbursements thereafter.
• Many other ad\-hoc support activities and other duties as assigned.

Qualifications:

• Ability to anticipate needs, identify potential scheduling or logistical conflicts, and proactively resolve issues before they arise.
• Flexibility and responsiveness throughout the day, including occasional evenings and weekends as responsibilities may arise outside of traditional business hours and often require timely communication and follow\-through.
• Must have reliable personal transportation for local travel and errands.
• Must possess a valid US driver’s license and satisfactory Motor Vehicle Record (MVR) as determined by the Company's insurance provider.
• Agree to and be able to pass a drug test for pre\-employment, random, reasonable suspicion, at the time of any accident/incident, return\-to\-duty, and/or any follow\-up tests.
• Be a US Citizen or legally able to work in the US.

Education and/or Experience:

• High School Diploma or equivalent.
• Have at least five (5\) years of prior executive assistant experience.
• Have experience in travel planning and itinerary coordination.
• Have professional experience in representing and supporting the Chief Executive Officer and Owner.

Skills, Certifications, Licenses, Registrations:

• Excellent written and verbal communicator with the talent to learn what is important in keeping the CEO in the know.
• Ability to maintain strict confidentiality and exercise sound judgment in handling sensitive personal and business information.
• Highly proficient in Windows 10, Microsoft Office, G\-Suite, email management systems, calendar platforms, video conferencing tools, modern technology applications, and formatting.
• Have great interpersonal skills and enjoy helping others.
• Be efficient and possess exceptional organizational skills with strong attention to detail and follow\-through.
• Ability to “think outside the box” and effectively utilize those skills.
• Be comfortable making decisions and resolving issues with minimal supervision.
• Have a flexible “can\-do” attitude and be willing to tackle a wide variety of tasks.
• Be comfortable working in a non\-bureaucratic, freeform, fun, and high accountability environment

Physical Demands:

Prolonged sitting.

Ability to occasionally lift and transport supplies, food orders, packages, or event materials.

Work Environment:

This position will involve a combination of remote work, on\-site office and warehouse support, meeting attendance, and occasional travel within the local area. All needed equipment is provided. The working hours are flexible but this position requires a high level of responsiveness and dependability. Most hours will be remote except for meetings and training.