Executive & Personal Assistant to Founder/CEO

I’m looking for an experienced Executive & Personal Assistant to help manage the professional and personal details that keep my very busy schedule running.

This is a high-trust, hands-on role. I travel frequently, speak at conferences, manage multiple organizations and move fast. I need someone who is organized, resourceful, communicates well and isn’t afraid to keep me on time and on task.

What You’ll Do

• Own and manage a busy Microsoft Outlook calendar
• Track my deadlines and yours and make sure things get completed
• Coordinate travel including flights, hotels, transportation, reservations and itineraries
• Help plan outfits and pack for business trips and speaking engagements
• Handle personal and professional shopping, returns and errands
• Manage birthdays, condolences, congratulations, gifts and other important personal touches
• Schedule personal appointments and services
• Prepare and format documents in Microsoft Word
• Create and maintain trackers and spreadsheets in Microsoft Excel
• Coordinate with employees, executives, vendors, event organizers and industry partners
• Handle confidential business and personal information with discretion
• Catch scheduling conflicts, missing details and problems before they become problems

What I’m Looking For

You must be highly proficient in Outlook, Word and Excel, particularly Outlook. I live and die by my calendar, so this is not simply adding appointments. You need to know how to manage a complicated executive calendar and keep it accurate.

Communication and follow-through are equally important. If I’m running late, tell me. If I forgot something, remind me. If I don’t answer, follow up. If I blow you off because I’m busy, come back again.

“I didn’t want to bother you” is not an acceptable reason for a missed deadline. Your job is to manage my deadlines and yours, even when that occasionally means managing me.

You should be:

• Extremely organized and detail-oriented
• Comfortable supporting a busy executive or business owner
• Confident enough to interrupt, remind and redirect me when necessary
• Resourceful and able to figure things out
• Comfortable interacting with senior executives and professionals
• Discreet and trustworthy
• Able to anticipate needs instead of waiting for instructions
• Comfortable with changing priorities and frequent travel logistics
• Comfortable around dogs
• Equipped with a good sense of humor

Benefits

Medical benefits, 401(k), $50,000 employer-paid life insurance, two weeks vacation, two weeks sick time, paid holidays, Thanksgiving week off, the week between Christmas and New Year’s off, and flextime.

Compensation: Based on experience and capability.

Pay: From $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement

Application Question(s):

• I live and die by my Outlook calendar. Tell me about the most complex calendar you’ve managed in Outlook. What were you responsible for?
• I’m 15 minutes late for a meeting, haven’t responded to your messages, and you know I need to leave. What do you do?
• You need something from me by Friday to meet a deadline. You’ve reminded me twice and I keep saying I’ll get to it, but now it’s Thursday afternoon and you still don’t have it. What do you do?
• I’m leaving Monday for a four-day business trip with two speaking engagements, three dinners and several meetings. Walk me through what you would handle before I leave.
• Tell me about a time you noticed something your executive/manager had forgotten or hadn’t thought about. What did you do?

Experience:

• Personal Assistant: 4 years (Required)
• Microsoft Outlook: 3 years (Required)
• Microsoft Word: 3 years (Required)
• Microsoft Excel: 3 years (Required)

Work Location: In person