P3 - Executive Assistant

We are on the lookout for a rockstar Executive Assistant to bring order to the chaos. As the client's right-hand partner, you will be her go-to communicator, effortlessly managing schedules, connecting with investors, patients, and team members, and keeping everything running like clockwork. By stepping in and taking the reins on administrative tasks, you’ll help her focus on big-picture growth and impact. If you’re ready to be the secret weapon behind a powerhouse leader, this is your moment to shine!

What’s in it for you?
Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:
> Room to grow into higher roles and make your mark
> Your input matters—shape the future of the company
> Valued ideas and contributions that drive change
> Employee stock options (coming soon) for long-term growth
> 4 weeks PTO—because work-life balance matters
> 10 sick days to keep you feeling your best
> 10 vacation days to recharge and unwind
> A culture that thrives on collaboration and team support
> Excellence in everything we do—join a team that delivers the best!
> Integrity, innovation, and positivity—our core values shape everything we do.

This opportunity is ideal for someone ready to spread their wings, thrive in a dynamic environment, and make a meaningful impact on our client’s journey to success!

Responsibilities of the Executive Assistant:
Your responsibilities include:


Email Management:
> Organize, prioritize, and maintain an efficient email system
> Initially, draft emails for review, transitioning to independent responses after 3+ months
> Respond promptly and appropriately to inquiries while ensuring timely communication
> Create an email organization system using labels, flags, color coding, and priorities
> Flag or escalate important messages for review when necessary
> Understand the context of emails and take independent, appropriate action
> Occasionally follow up on communications via text messages and manage related inboxes

Calendar Management:
> Plan, coordinate, and ensure that the client’s schedule is adhered to, confirming meetings, appointments, and calls as needed
> Attend meetings and create follow-up priorities to ensure action items are completed
> Delegate tasks as needed
> Execute assigned tasks and ensure timely completion
> Distill agenda items and to-do’s into actionable steps
> Manage both personal and business appointments through Google Calendar
> Schedule meetings and appointments efficiently, avoiding calendar conflicts
> Send reminders and reschedule appointments when necessary to maintain an up-to-date calendar

Online Event Management:
> Attend and support the client during special online events such as webinars, masterclasses, and speaking engagements
> Coordinate and plan select private events as required
> Set up webinar platforms, schedule events, and send participant details via email
> Manage chat communications during webinars by:
> Responding to participant inquiries and sending out relevant links
> Capturing email leads through chat interactions and lead magnets
> Moderating the chat, including managing the queue and removing disruptive participants during Q&A sessions?
Administrative Support:
> Organize and maintain online files, ensuring client notes and correspondence are up-to-date
> Manage and update CRM with current contact information
> Set up leads on workflow automation and ensure proper follow-up
> Update and maintain Standard Operating Procedures (SOPs)
> Delegate administrative tasks to other team members as necessary
> Retrieve and distribute data, content, and creative materials from the drive to the team
> Identify areas for process improvement, system optimization, and enhanced communication protocols to increase efficiency
> Propose new ideas to streamline and optimize workflows based on current operations
> Manage various special projects on an ad-hoc basis, such as organizing shipping for merchandise or swag for conferences?
Discernment & Decision-Making:
> Exercise sound judgment when managing tasks and communications, ensuring efficiency and alignment with the company’s objectives

Perks:

> 13th Month Bonus (Wild right?!)
> Permanent work-from-home / remote set-up
> Health insurance
> Dental insurance
> Mental health insurance
> Great starting salary
> Growth opportunity
> Performance-based raises
> Prizes and bonuses
> Paid Time Off (PTO)
> 10 sick days
> 10 vacation days

Specifics:?
Time
> Full-time, 8am to 5pm CST time zone
> This is a remote position so you can have the freedom to work from anywhere

Miscellaneous
> Attire - business casual when in meetings
> Professional setup (Pains me I actually need to write this down…)
> Clean background
> Good camera
> Good microphone
> Strong wifi

Tech Stack
> Must-have:
> Google Calendar
> Gmail

Nice-to-have:
> Slack
> MS Suite (Excel and Word)
> AI Tools (ChatGPT, Claude, etc)
> CRM Software
> GoHighLevel (Huge PLUS!)

Compensation
> $9,000 to $13,200 /yr

Don’t forget to attach your PDF resume to nolascobree@gmail.com. Please indicate “Pod 3 - Executive Assistant” in the subject line.