Job Summary

VIRTUAL ASSISTANT TO THE OWNER

I'm looking for someone who is smart, organized, and trustworthy to be my executive virtual assistant. As clearly as possible, I'm looking for a perfectionist who is extraordinarily detail-oriented.

PLEASE NOTE: This is not an entry-level assistant position. You MUST have at least 2+ years experience as a Virtual Executive Assistant for an executive or business owner.

Summary

This is a fast-paced, extremely detail-oriented and high-pressure role. Expect to get 30+ emails/day from me, many of which include tasks that must be done that day. You'll handle my business and personal details, including travel, scheduling, and coordination with my team.

I'm looking for someone with extreme attention to detail who enjoys negotiating deals, finding the best travel arrangements, and is fun to work with. If you're looking for a slower role with 9-5 hours, this is NOT the role for you.

But if you have extensive experience managing an executive or business owner's calendar, travel, and personal affairs, this position will be very challenging and extremely rewarding.

This is a part-time role, starting between 10-20 hours per month. Depending on how we work together, this could increase to more hours per month. We communicate via email, chat, and phone.

It's also remote, so you can work anywhere in the United States / during Chicago business hours. We communicate via email, chat, and phone.

Tasks and Responsibilities

+ Create itineraries for optimized work days (best places for coffee, wifi, lunch with clients, massages, etc)
+ Maintain daily calendar, arrange calls, meetings, and conferences while making sure all details are handled in a clear and organized manner
+ Book all travel arrangements, including lodging, transportation, and activities, both within the United States and internationally
+ Assist with research requests, including travel questions and general questions that peak my curiosity
+ Assist with monitoring of my inbox and emails, including responding to clients, other contractors, and business contacts
+ Research and be the point person for service providers for projects such as web design
+ Handle personal details such as shopping, ordering gifts, scheduling personal appointments, and maintaining household items
+ Assist with managing personal finance details including cost cutting, managing refunds and coordinating with my accountant and personal CFO.
+ Serve as point person for both internal and external stakeholders while acting as gatekeeper in a professional manner
+ Assist with small team meetings, and the annual company meeting, including travel arrangements, meeting rooms, dining options, activities, if necessary
+ Coordinate schedules and book all travel arrangements, including flights and lodging, for students and guests who are to travel on behalf of my various companies
+ Perform research tasks for various business and personal matters
+ Assist with the creation, review or formatting of presentations, business documents and contracts

Knowledge & Skills

+ Ability to manage multiple incoming requests, while ensuring they are relayed or handled at the appropriate time, in the necessary order and in the correct manner
+ High level of experience with Google Apps and ConvertKit or similar application
+ Knowledge of ClickUp, Basecamp or Trello
+ Must have a general appreciation for visual design & branding consistency
+ Ability to quickly learn new software applications
+ Capability to set up new systems and processes in order to streamline business and personal functions

Education and Experience

+ At least 2+ years experience as an Executive Assistant for a C-level executive or business owner
+ Ability to handle 20-30+ emails/day, including rapid tasks and long-term projects
+ Exceptional ability to communicate progress on multiple projects
+ Must be highly organized and efficient
+ Trustworthy with strong personal integrity
+ Killer ability to multitask
+ Forward-thinker who can proactively handle circumstances and situations to head off any crisis situations
+ Experience managing an executive calendar
+ Must be reachable during the hours of 8AM - 6PM CST and respond to messages within 2 hours
+ Must be flexible with schedule. I travel often and my time zone changes
+ Top notch communication via email and phone, internally and with customers
+ Proven ability to prioritize tasks
+ Perfectionist, super attention to detail
+ Since this is a virtual position, must be a self-starter, self-motivated, and able to work independently with minimal oversight
+ Must be comfortable developing and working in a virtual relationship, and having limited amount of face time