Executive Assistant

A supportive executive assistant role is available with a dynamic leader in multiple thriving businesses. The ideal candidate will be proactive, organized and able to balance competing priorities.

This is a full-time remote position requiring 8:00 AM – 5:00 PM PST/MST hours (Arizona time zone). Flexibility is required for occasional weekend work during events or one-off projects. Compensated time off during the week is provided.

The successful candidate will have excellent organization skills, a growth mindset and a passion for wellness. AI tools proficiency and knowledge of custom GPTs are highly preferred. A clean background, good camera, microphone and strong WiFi connection are also essential for this remote setup.

The tech stack includes G-Suite, GoHighLevel, Notion, AI tools (ChatGPT), Canva and iCloud. Compensation is based on experience and ranges from $9,600 to $14,400 per year.

• Calendar Management: Manage the executive's calendar to prevent conflicts and overlapping appointments. Schedule client consultations during preferred time blocks, implement and maintain a color-coded calendar system for clear visibility of different types of commitments, and ensure the calendar is fully updated daily.
• Email Management: Oversee and organize three separate inboxes, ensuring all emails are reviewed, prioritized, and actioned. Respond to emails directly as the assistant, maintaining professionalism and consistency in communication. Utilize a custom GPT tool to draft responses aligned with brand voice, tone, and communication standards.
• Content and Social Media Support: Monitor and engage with comments and direct messages across business social media accounts. Provide light content support, including basic content creation and posting, and maintain consistency with brand messaging and tone across all digital platforms.
• Task and Project Coordination: File & Document Management: Organize desktop files and ensure proper digital filing systems are maintained. Upload missing documents to Google Drive for secure storage. Lead an initial desktop cleanup project, followed by routine file organization and upkeep. AI Support: Support the development and refinement of custom GPTs. Categorize and streamline existing GPT chat threads into well-labeled folders. Demonstrate an 'AI-forward' mindset, with the ability to learn and adapt to evolving AI tools. Canva Management: Manage design templates, cover photos, and marketing collateral within Canva. Organize existing projects for streamlined access and usability. Update and refine brand kits for consistency across all brands. Photo & Media Organization: Curate and organize an extensive camera roll (42,000+ photos and videos) across iCloud and mobile devices. Sort and categorize media into personal and professional collections, such as family, pets, and travel.
• Personal Administrative Support: Travel Planning: Arrange travel logistics, including flights, hotel accommodations, and transportation, typically on a monthly basis. Provide organized itineraries with all relevant details in advance. Client Gifting & Referrals: Coordinate and execute client gifting initiatives, including thank-you packages, referral gifts, and holiday deliveries. Manage address lists, source packaging, and ensure timely fulfillment. SOP & Workflow Development: Assist in drafting and implementing Standard Operating Procedures (SOPs) and workflows. Ensure documentation reflects brand standards, policies, and communication style.

• Growth Mindset: Motivated to take care of yourself, live a balanced life, and continually seek personal and professional growth.
• Wellness-Aligned: Passion for health, yoga, pilates, or mindfulness practices is a strong cultural fit.
• AI-Progressive: Comfortable learning and leveraging AI tools to streamline workflows and boost productivity; knowledge in building or managing custom GPTs is a huge plus.
• Strong Communication: Excellent verbal and written communication skills, with the ability to respond to emails and phone calls professionally and efficiently.
• Time Management: Proven ability to prioritize tasks, manage competing deadlines and maintain accuracy under pressure.

• 13th Month Bonus: Enjoy additional compensation after meeting performance targets.
• Permanent Remote Work: Flexible schedule, working from anywhere, while maintaining high levels of productivity and efficiency.
• Health Insurance: Comprehensive health insurance package, including medical, dental and mental health benefits.
• Performance-Based Raises: Opportunities for salary increases based on individual performance and contributions to the team.

This business is dedicated to creating fair opportunities in the business world. They value employee well-being, personal growth and community involvement. By joining their team, you will contribute to meaningful projects, enhance your skills and benefit from a supportive company culture.