This is a remote position.
JOB DESCRIPTION
Executive Assistant
Job Title: Advanced Executive Assistant to Senior Leadership
Location: Eagle, Idaho USA
Reports To: CEO
Schedule:
Monday to Friday, 9am to 6pm Mountain Time with an hour unpaid break
Job Summary:
We are looking for an experienced and proactive Executive Assistant to provide comprehensive support to CEO. This advanced-level role requires someone who can seamlessly manage a wide range of responsibilities, from coordinating travel and managing schedules to handling social media,
podcast logistics, and database management. The ideal candidate will be a strategic multitasker with exceptional organizational skills, tech-savviness, and the ability to anticipate the needs of executives, allowing them to focus on high-priority tasks.
Key Responsibilities:
1. Travel Coordination:
• Manage all travel logistics for CEO, including flight bookings, accommodations,
ground transportation, and detailed itineraries.
• Anticipate travel needs and ensure all arrangements align with executive schedules
and preferences.
2. Calendar & Appointment Management:
• Oversee complex calendars for CEO ensuring efficient scheduling of business
meetings, personal appointments, and important deadlines.
• Coordinate podcast recording schedules with Zac and Jess, ensuring all logistics are
handled so Stacy can simply show up and record.
• Proactively resolve scheduling conflicts and manage priorities to ensure optimal use
of time.
3. Email Management:
• Monitor and manage executive inboxes, responding to emails on behalf of executives
when appropriate and flagging critical communications for review.
• Organize and filter incoming emails to ensure important messages are addressed
promptly.
4. Administrative Tasks:
• Handle various small but essential tasks such as managing business cards,
organizing documents, and updating contact information.
• Assist with personal appointments and errands to ensure a smooth balance between
professional and personal commitments.
5. Social Media & Content Management:
• Manage social media posting for senior leadership, including scheduling and posting
updates on platforms such as LinkedIn and Instagram.
• Take voice memos from executives, use AI tools like ChatGPT to draft weekly
LinkedIn posts, and ensure they are shared regularly.
6. Podcast Coordination:
• Own the logistics of the podcast process, including coordinating with Zac and Jess,
scheduling guests, managing timelines, and ensuring the production process is
streamlined.
• Handle post-production tasks, ensuring Stacy is only required for recording sessions.
7. Database & CRM Management:
• Input and manage data in the company’s KDNA system, ensuring accuracy and
up-to-date information for decision-making.
• Regularly update and maintain databases, including customer and client information,
and ensuring effective record-keeping and reporting.
8. Video Editing & Content Creation:
• Perform basic video editing for leadership content, such as promotional videos,
podcasts, or social media content.
• Collaborate with leadership to ensure content is polished and aligns with brand
messaging and quality standards.
9. Voice Memos & Content Creation:
• Take voice memos from senior leadership, transcribe them, and use AI tools (e.g.,
ChatGPT) to generate written content for various platforms, including LinkedIn and
internal communications.
• Manage weekly content posts on LinkedIn, ensuring consistency and engagement
with audiences.
10. Miscellaneous Tasks:
• Assist with any other duties that arise to ensure senior leaders can focus on core business
activities.
• Proactively offer solutions to improve workflow efficiency, time management, and
productivity.
Qualifications:
• 5+ years of experience as an Executive Assistant or in a similar role supporting senior
leadership.
• Expertise in calendar management, travel coordination, and handling personal appointments.
• Advanced proficiency with Microsoft Office Suite, Google Workspace, and project
management tools.
• Familiarity with social media management platforms (e.g., Hootsuite, Buffer) and content
creation tools (e.g., Canva, Final Cut Pro, or Adobe Premiere).
• Experience with CRM or database management tools; knowledge of KDNA is a plus.
• Strong video editing skills using software such as Adobe Premiere, iMovie, or similar.
• Excellent written and verbal communication skills, with experience drafting content for social
media and internal communications.
• Ability to work independently, prioritize tasks, and multitask in a fast-paced environment.
• Experience using AI tools like ChatGPT to generate and edit content is preferred.
Key Competencies:
• Tech-Savvy: Comfortable navigating multiple platforms and tools for calendar management,
content creation, and project coordination.
• Highly Organized: Ability to juggle multiple tasks and prioritize effectively, ensuring nothing
falls through the cracks.
• Detail-Oriented: Ensures accuracy in data entry, scheduling, and project management, with
a strong eye for detail in all tasks.
• Adaptable & Flexible: Thrives in a dynamic, fast-paced environment where priorities shift,
and can quickly adjust to changing needs.
• Proactive Problem-Solver: Anticipates executive needs and takes initiative to solve
problems before they arise.
• Professionalism & Discretion: Maintains a high level of professionalism in all interactions
and handles sensitive information with the utmost confidentiality.
Lines of Communication
Reports directly to the CEO
Core Values
Connection:
Prioritize self reflection to connect first with yourself, and where you are coming from, to lead from an internal connected inner state. Your connected internal state offers the greatest opportunity to impact and have the greatest influence. By connecting to yourself and your true
feelings, you embody conscious leadership and connect empathetically with others.
Ownership:
Take ownership of the truth that you are the creator in every situation. Take ownership of your results, and where you are coming from. Are you leading from your traumas or your triumphs? Taking ownership means being resourceful, results oriented, and leading with radical honesty about yourself.
Certitude:
Leave behind sourcing your confidence from external validation. Certitude means leading your life and leading others with absolute conviction. Certitude is internal power and that your confidence is completely self sourced in your power, knowing that confidence comes from
within.
Mastery:
Being committed to the reality of life that you will drift but you are committed to shifting when that happens. You understand that operating in mastery means mastering self first and knowing that you are the problem and the solution. An attitude of mastery means that you will
find the way through anything that comes your way. Stay curious as a student of your craft. Be committed to never ending improvement as fuel.
Job Highlights:
Permanent work-from-home
Immediate hiring
Steady freelance job
