Executive/Personal Assistant to CEO Part-Time

Job Description

ABOUT JOB

A successful small business founder/CEO with an intense and demanding schedule is seeking an Executive Assistant to help manage his business and personal responsibilities. This role is ideal for someone who thrives on organization, loves problem-solving, and can seamlessly prioritize and execute tasks across multiple areas.

The founder is dynamic, driven and detail-focused but operates in a fast-paced overwhelming environment with many hundreds of communications and operations review tasks a day. The ideal candidate will bring a calm, organized and proactive approach to ensure the CEO can focus on what matters most.

Business Support (50%+)

• Coordinate and schedule meetings, appointments and travel.
• Prioritize incoming requests and organize tasks for the CEO.
• Maintain an organized workspace, including categorizing documents and managing workflow systems.
• Handle a wide range of ad hoc operational and administrative tasks as assigned.
• Manage and monitor email inboxes, including reponding to general emails (low volume)
• Handle back-office procedures that can’t be handled by others. There are many dozens of remote tasks that can be assigned as need by.
• Coordinate equipment handoffs with systems administrators.

Communications & Phone Management

• Serve as primary phone contact during designated blocks of time Mon-Thurs
• Handle all phone                                                                                                                                                                                       Personal Support (40-50%)

• Support occasional household management tasks while the CEO works to maintain a functional home life (deep cleaning is handled by a maid service and is not part of the role).
• Handle personal/investment email. The latter are most critical and some require immediate decision-making.
• Manage subscriptions of various sorts..
• Executing stock market trades per instructions. The CEO has developed several trading quant-based approaches and needs someone to follow through on these.

Qualifications:

• Be highly organized, detail-oriented, communicative and proactive.
• A laptop will be provided.
• Have the ability to juggle multiple tasks and prioritize effectively.
• Be comfortable working on deeply personal tasks alongside professional business responsibilities.
• Communicate clearly and collaborate with the CEO to resolve ambiguities or define processes.
• Have solid computer experience, including basic office management software. This is a tech company and some of the CEO’s problems may be technology related, like getting Outlook set up on a new computer, which won’t necessarily require specific knowledge but will require following logical instructions.
• Ability to maintain confidentiality and security. You will be handling personal emails and will learn a lot of personal details about the CEO that are intended to be private.. You will also have access to sensitive financial information.

Preferred Qualities and Experience

• Strong problem-solving skills and the ability to anticipate needs.
• Proficiency with task management.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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