Position Available | EA Assistant Role

EXECUTIVE ASSISTANT

Ownership: Protecting the CEO’s Time & Energy 

SYSTEMS/PROCESSES

• Email Management (Implementing the GPS system) 
• CEO Calendar Management & Syncing
• Experience in Shopify Management
• Experience in stripe 
• Understanding the importance of outsourcing 
• Klaviyo or similar EDM platform 
• Click Up - crucial
• Meeting Agendas/Notes/Drive links etc 
• Overseeing NPD & Project Management
• Optimising Email Marketing Lists
• Social Media Management (Pinterest/Youtube/Instagram/Facebook)
• Arranging Logistics/Appointments

ROLE CLARIFICATION

An exciting opportunity has arisen for a tech-savvy and highly competent assistant to support our CEO. This role is designed for someone who thrives in a technology-driven environment and excels at providing high-level administrative and operational support. As the assistant to the CEO, you will be integral in streamlining processes, managing digital communications, and ensuring the effective use of technology in daily operations. 

This role is a pivotal high support position, acting as the main contact for all matters, with the focus on ensuring the CEOs time and energy is protected by streamlining communication, processes and operations with out of the box thinking and time management. This role involves a wide range of administrative tasks, including managing appointments, handling correspondence, and overseeing projects and business growth. The assistant plays a crucial role in the business, requiring creativity, independence, and minimal supervision. The ideal candidate should be able to quickly adapt to new information and tasks, demonstrating deep career commitment to being an assistant, and viewing this role as their calling rather than just a job step. 

Key responsibilities include not only handling day-to-day operations and activities of the business. The assistant is expected to understand and value the CEO's time, managing operations with positivity and ease, and to become an extension of the CEO, anticipating needs and potential challenges proactively. Trust-building, professionalism, confidentiality, and discretion are essential qualities for this role, along with excellent communication skills. The position is demanding but offers the opportunity to be a significant part of realising the CEO's vision and managing various aspects of the business and personal life. This position is open to entry level through to highly experienced with the opportunity for exponential growth within the company.

Please note, this role will not require personal or family support, this is purely a business position. It is to be noted, this is also not a mentoring role. This is for a driven, ambitious, highly experienced individual who is driven by results.

You must be creative and enjoy working within a fast-paced, entrepreneurial environment that is mission-driven. The ideal candidate will have the ability to exercise good judgment in a variety of situations and should be able to work independently with minimal supervision. The ability to execute day-to-day activities, administrative tasks, special projects and personal errands for our CEO, and by proxy the broader team where needed to a better standard than they can themselves is the goal and given that this position touches, and manages, every corner of the my life and business, I want you to value and have the same passion helping women to be able to put the infrastructure in place to bring the big vision into reality. 

It’s a big role, and we need someone who has the ability to ramp up quickly when it comes to new information and learning new things. Therefore, we’re looking for someone with deep career ambitions as an assistant to the CEO and someone who truly believes in the value of this role as their calling, not as a step. This role has unlimited growth potential and opportunities. 

The key component for this role is the ability to understand the value of the CEOs time to have space for the vision, whilst you manage the operations- not only without resentment, but joy and ease.

Ideally, you’ll become an extension of the CEO, by having the ability to anticipate not only potential needs, but blindspots you may see around the corner, and remember things before them. Because of this, the ability to build trust quickly is critical. We desire a high level of professionalism, confidentiality, discretion and judgment, in both written and verbal communication.

In short, does this sound like you?
Strengths & Character

• Trustworthy. Someone with high standards and boundaries, a consummate professional with a high level of discretion.
• Communicator. You have excellent written and verbal communication.
• Organised. You have impeccable attention to detail, you look to improve processes and you anticipate every eventuality.
• Adaptable. You thrive when you need to find solutions fast and you work fast and efficiently to get the job done.
• Growth Mindset- Bonus points if you have read/listened to ‘breaking the habit of being yourself &/OR buy back your time. 
• Process Driven- documenting every single system, so that you can be a leader and outsource your time where required. You know the value of a playbook. You also know that building leaders means more freedom. 
• Multi-Tasking Extraordinaire: You'll have ideally got a clear sense of systems, the power of time management wear many hats—liaison between the CEO and team, personal shopper, home manager and the direct management of calendar and email of the CEO, you are the go-to fielder for every single touch point, from the lawyers, team and accountants. 
• Master of Logistics: Handle everything from picking out the perfect gifts to orchestrating seamless travel plans.
• Calendar Whiz: Sync those meetings, with the team’s crisis, whilst having the ability to say no to anything outside the priorities, harmonise the chaos into a smooth daily groove.
• Email/Admin/Systems: Bonus points if you know the inbox GPS system.
• Personal Errands: Need the laundry folded? Schedule in the car detailing, did the pants get water? You're on it faster than we can say "Go!" 
• You understand the 'mental load' on a CEO and the importance of time value.
• You can hold your own. You make decisions decisively, and are able to take very direct feedback.
• You have experience with creating systems, manuals and processes that can be easily followed. 
• You crave personal growth, without ever wanting to be the CEO 
• You are a rock-solid communicator. You present information clearly and with no errors, whether that is in written or verbal communication.
• You’re highly-adaptable and flexible, as this role is ever changing in its nature as new projects come to light as such.
• You’ll be contributing to projects related to finance and legal elements, so a strong appetite and experience in financial and legal literacy is desired.
• You thrive in fast-paced environments, with tight deadlines, with a rigorous eye for detail and accuracy
• You take a lot of pride in your outcomes, whether that’s booking just the right dinner reservation, or facilitating the final signing on a business acquisition.
• Be great with technology, interested in AI and determined to learn new things quickly.
• Able to move fast with minimal/no error, autonomously. 
• Are able to catch the even smallest grammar mitsakes. ;) 
• Must be process-oriented.
• Must have comfort with using a variety of software technologies. The software we use includes G-Suite, Gorgias, Klyavio, Typeform  etc.
• Must be open to embracing the entrepreneurial lifestyle.
• Must have great grammar and spelling skills with high attention to detail.
• Experience being a Freelancer is considered an asset – The attitude, drive, and time-management skills to work from anywhere. That’s right, there is no office. 
• All around, someone who has the drive and determination to do great things

AS A MINIMUM, YOU: 

Understanding how to run an ecommerce business with demonstrated experience.

The capacity to dedicate time to learn the role. You make decisions decisively, and are able to take very direct feedback.

You have understand how to follow direction, systems/processes

You crave personal growth, without ever wanting to be the CEO

You are a rock-solid communicator. You present information clearly and with no errors, whether that is in written or verbal communication.

You’re highly-adaptable and flexible, as this role is ever changing in its nature as new projects come to light as such.

You thrive in fast-paced environments, with tight deadlines, with a rigorous eye for detail and accuracy

You take a lot of pride in your outcomes, whether that’s booking just the right dinner reservation, or facilitating the final signing on a business acquisition.

Be great with technology, interested in AI and determined to learn new things quickly.

Able to move fast with minimal/no error, autonomously.

Are able to catch the even smallest grammar mitsakes. ;)

Must be process-oriented.

Must have comfort with using a variety of software technologies. The software we use includes G-Suite, Gorgias, Klyavio, Typeform, Asana, Zoom, etc.

Must be smart and resourceful. Someone who can overcome a challenge by thinking outside of the box.

Must be open to embracing the entrepreneurial lifestyle.

Must have experience working in a fast-paced environment.

Must have great grammar and spelling skills with high attention to detail.

Experience being a Freelancer is considered an asset – The attitude, drive, and time-management skills to work from anywhere. That’s right, there is no office.

All around, someone who has the drive and determination to do great things
 

You understand that an assistant is not only a key player of the business, but is THE key player of the business.

DOD: This role is performing well if the CEO is energetically able to show up authentically, sell, has a clear calendar outline, seamless processes and time to work on the business instead of in the business. 
 

Like what you see?

If you’re thinking: “This is my dream role” then be sure to apply with an email summarising your experience to management@sophieguidolin.com.au