We’re Hiring an Executive Assistant / Event Planner for Our Online Education Startup
This virtual position is a contract to full-time hire role
PLEASE NOTE: This is not an entry-level assistant position. Must have several years of experience in administrative support and event planning (Preferred: 5+ years in C-Suite)
Do people say you’re a hyper-organized and detail-oriented perfectionist? You love creating spreadsheets and organizational systems to keep everything on track.
Do you speak the language of details? You make certain everything is done perfectly and naturally anticipate all the little things that could potentially go wrong.
Are you a problem solver and decision-maker, who can work independently to move a project forward and get everything done well in advance of deadlines?
Do you take total ownership over projects you’re working on – from carefully managing event costs (including actively reducing costs while maintaining quality) to double-checking with event vendors and support staff to ensure a smoothly run event?
Have you worked with high-level executives and deeply understand the importance of safeguarding their time, anticipating their needs, and making sure they are supported professionally and personally, so they can do their best work and lead the company?
If you answered “Yes!” to these questions, we might be a match made in heaven.
Read on…
Requirements
As our CEO’s Executive Assistant and Event Planner, you will:
- Manage CEO’s daily schedule, which can be complex due to time zones, frequent CEO travel, and events. Manage and oversee the personal side of the CEO’s calendar for reservations, entertainment, health-related appointments, etc.
- Plan events across multiple cities. Find locations that fit company budget and brand. Book vendors including videographer, photographer, hair and makeup artist, caterer, and local assistants. Build detailed event agendas and create instructions for staff. Track vendor payments and prepare expense reports. Manage volunteers and collect event feedback. Make recommendations for improvements.
- Handle travel arrangements for CEO and other team members, including hotel, flights, and other transportation.
- Help CEO manage important relationships with VIP clients, partners, and the team by setting reminders, purchasing gifts, and responding to emails in a warm, professional, and timely manner.
- Prepare written communications to clients (emails, Facebook posts, meeting docs).
- Self-manage and report progress for ongoing projects.
You’re a great match for this position, if you have:
- Several years of experience in administrative support and event planning (preferred: 5+ years in C-Suite)
- Exceptional written and oral communication skills
- A Type-A personality (and you’re proud of it)
- A talent for anticipating a CEO’s needs before they’re expressed and taking steps to address the need before it becomes a problem
- Assertiveness in pushing back to safeguard our CEO’s time or priorities in order avoid overcommitment
- An ability to prioritize and communicate those priorities even in a fast-paced or high-stress environment
- An ability to remain calm and cool (and thrive!) in a fast-paced environment
- A natural inclination to create organizational systems to reduce time spent reinventing the wheel
- Sensitivity and respect for confidential matters
- A flexible schedule that doesn’t abide by a strict 9-5 traditional time frame
- A team player mentality
- A passion for excellence in everything you do
Additional Requirements:
- You’re available during regular work hours in the Eastern time zone
- You’re available to travel to company events, including mastermind retreats and a 3-day live event, an estimated 6 – 8 times per year
- You can commit to a 20-30 hour/week role, which may evolve to a full-time role within the next 3 – 6 months. Please don’t apply if you are looking to work with multiple clients or manage a virtual assistant agency.
- You enjoy working directly with a boss who strives for perfection – yes, mistakes happen, but you always learn from them and they rarely happen again
Benefits
About Selena Soo / Impacting Millions
Our company offers world-class online education programs and high-end coaching services to visionary entrepreneurs, experts, and authors.
Our mission is to help exceptional people build their brand, reach more people, and change the world.
We offer the energy and excitement of a start-up, along with the opportunity to make a massive impact in the lives of many thousands of our customers.
Why You’ll Love Working at Our Company:
- You’ll have the freedom and flexibility to work from wherever you want. As long as you’re getting work done, we’re fine if you’re working from the beach or a coffee shop!
- You’ll be working at a mission-driven company focused on helping people create extraordinary businesses and lives.
- You’ll get to work with talented, amazing people who make things happen.
- Your work will be meaningful and challenging.
- You’ll be part of a company with high standards of excellence that values structure and planning.
Our Company Values
We operate like a competitive athlete. We push ourselves and endure through challenges. We’re strong, healthy and persevering. We move fast, and work well as a team to achieve our goals.
We embody excellence. As high achievers, it’s in our nature to go the extra mile. We do extraordinary, beautiful work that inspires others within our organization and our community.
We lead with warmth. We care deeply about people. We believe that everyone deserves to be treated with kindness and respect. We treasure our relationships – with our customers, with our partners, and with our team.
We take ownership. We take initiative and personal responsibility for our projects. We can be counted on to show up and deliver projects on time. We take deep pride in our work.
We have a hunger to learn and improve. We actively welcome feedback and care about being the best version of ourselves, personally and professionally.
About Selena Soo
Our company founder Selena Soo is a publicity and marketing strategist. She grew a 7-figure business by cultivating meaningful relationships with industry colleagues, the media, and her amazing clients and students. To learn more about Selena, go here.
Interviews start immediately. The role will begin as soon as a suitable candidate is found.
This position starts at $20 – $25/hour, with opportunities for increased compensation.
