Executive Assistant to CEO Remote
Job description
THIS IS AN EXECUTIVE ASSISTANT ROLE FOR MY CLIENT MARC LUKO.
I'm assisting him with finding the perfect hire for this role.
TITLE
Executive Assistant reporting to CEO (Marc Luko)
LOCATION
Virtual role but must reside in US or Canada.
PAY RANGE & HOURS
This position starts at USD $20-$40/hour depending on experience.
Availability during office hours Monday to Friday. Starting at 10 hours per week, and increasing over the next 6 months to 30-35 hours per week.
POSITION OVERVIEW
We’re seeking a dynamic and experienced Executive Assistant to play a pivotal role in our company's success. As the essential support for our CEO, you will be the driving force behind creating ease, efficiency, and expansion in various aspects of our operations. By managing the CEO's day-to-day activities, you will be instrumental in protecting his time, energy, and efforts, allowing the entire team to stay focused on our mission and strategic goals.
PLEASE NOTE: This is not an entry-level assistant position. Must have at least 2-3 years of experience in an Executive Assistant role or similar.
WHO WE ARE
At Optimal Performance & Reconditioning, we are on a mission to become the #1 resource for spine-related disorders in North America. Our vision is to empower individuals with the knowledge they need to make informed decisions about their spine care, reducing healthcare spending and improving overall well-being. As a company, we value positivity, accountability, teamwork, and a passion for learning. Our founder, Dr. Marc Luko, is a highly respected expert in the field, dedicated to transforming spine care and helping clients worldwide.
WHAT WE BELIEVE IN
We believe in cultivating a culture built on strong values and unwavering commitment. Our company is founded on the core principles that guide us in our daily endeavors and shape the way we work as a team.
We uphold the highest standards of integrity and ethical conduct in everything we do. Honesty, transparency, and accountability are at the forefront of our interactions with each other and our clients.
Positive Intent: We approach every challenge with a positive attitude and a proactive mindset. We believe in finding solutions rather than dwelling on problems, and we encourage open communication and constructive feedback.
Customer and Team Member Honor: Our customers and team members are at the heart of our organization. We prioritize their well-being, respect their perspectives, and strive to exceed their expectations in every interaction.
Personal Responsibility: Each team member takes ownership of their actions, decisions, and responsibilities. We foster an environment where individuals are empowered to make a difference and contribute to the collective success of the company.
Continuous Growth: We embrace a culture of learning and development, where we are dedicated to continuous growth and improvement. We encourage curiosity, creativity, and adaptability to remain at the forefront of our industry.
Team Collaboration: We recognize that collective efforts lead to outstanding results. As a team, we support and uplift one another, valuing the unique contributions each member brings to the table.
Pursuit of Excellence: Being awesome is not just a goal; it's our way of life. We are committed to delivering excellence in all aspects of our services, striving to set new standards of quality and innovation.
ROLE
The Executive Assistant will be the essential support for our CEO, protecting his time, energy, and efforts by creating ease, expansion, and efficiency in processes like communication organization, onboard workflows/systems and calendar management. The role will also expand to becoming the first point of contact with clients through telephone conversations.
RESPONSIBILITIES
- Acting as a sounding board for the CEO
- Learning the preferences and way of thinking of the CEO
- Understanding CEO triggers, through process and opinions
- Understanding the limitations of the CEO and developing solutions around those limitations
- Managing the CEO’s calendar with attention to detail
- Scheduling appointments
- Proofing the calendar weekly (verifying appointments & times, checking links, etc.)
- Protecting the calendar and creating efficiencies and processes around how to schedule and why to ensure the CEO is spending his best use of time
- Help coordinate personal appointments (medical, quotes/research, ordering groceries, Amazon orders, birthday presents & gifts)
- Updating an existing document of the CEOs personal and business preferences
- Organizing emails
- Switch platform/software login details (user name and password)
- Creating a system for addressing important emails and what needs additional support.
- Creating efficiencies in managing and storing emails and addressing important items
- Ordering gifts/flowers for clients and family
- Researching/fact-checking
- Attending calls with CEO, taking notes, and determining action items from call
- Looking for areas of opportunity to make the CEOs life easier and take things off his plate
- Reviewing CEO time studies, suggesting efficiencies, and identifying items to take over from CEO
- Booking travel mainly domestic with some international bookings (business & personal)
- Creating processes and documents around how to book travel/ preferences
- Developing a system for managing all important information related to travel (Hotels, seat preference, traveler number, rental car)
- This job description is not all-inclusive and certain activities, duties or responsibilities may be required
Future responsibilities
- Handling calls and voicemail (answering enquiry calls and follow up actions)
- Answering messages on social media
- Creating submission forms and tracking status for speaking opportunities
- Reviewing speaking opportunities (podcasts, meetings, stages) and which ones are appropriate to pursue. (Sep/Oct)
RESULTS
- The CEO feels supported—he knows when to be where, and what he needs to do in order to be successful, and is never overscheduled
- Dramatically decrease calendar cancellations that are caused by process or follow up issues
- The CEO is able to focus on strategic efforts, rather than tactical
- Make suggestions then work with the team to implement corrections to those gaps
- Exemplary in building trust and demonstrating confidence as the primary liaison with prospects and clients, both through email and phone interactions.
REQUIREMENTS
- We are only accepting applications from those US based
- At least 2-3 years of experience as an executive assistant
- High-level communication skills
- Emotionally self-regulate even during times of pressure and stress to be present for the team and the CEO
- Able to consistently understand the intent and vision of the CEO, work as a sounding board for the CEO
- Ability to set goals and develop achievable timelines to hit them
- Highly developed self-awareness and leadership skills
- You will work to decrease the pressure on the CEO and be his gatekeeper
- You don’t have a problem handling personal tasks
- Highly organized and efficient.
- Detail-oriented
- Computer proficiency
- Delivers well ahead of deadlines
- Move’s fast (efficiently and quickly), even under pressure
- You’re a problem solver and think ahead to ensure any challenges don’t greatly impact project progress or outcomes
- EMR software experience is ideal but not compulsory
*
THIS POSITION IS NOT FOR YOU IF YOU...
- Thrive working at a slow pace, in your own time
- Are not a self starter and constantly need hand holding
- Are not outcome orientated
- Are unable to take constructive feedback and not comfortable giving feedback
- Are not confident talking about money (high price services) over the phone to clients
- Are someone who dislikes taking ownership and prefers to pass on responsibilities
- Have difficulty adapting to a fast-paced and dynamic work environment
THIS ROLE IS PERFECT FOR YOU IF YOU...
- Go above and beyond expectations to help drive the business forward
- Are forward-thinking and proactive in identifying opportunities for improvement.
- Love speaking on the phone confidently, with a warm and welcoming attitude
- Can follow through with tasks from start to end (execution is your strength)
- Thrive in a fast-paced and challenging environment
- Are comfortable taking ownership of your work and making decisions
- Enjoy collaborating with a diverse team to achieve common goals
- Have a passion for personal and professional growth
- Embrace constructive feedback as an opportunity to learn and improve
- Have a strong sense of responsibility and take pride in your contributions to the company's success
- Type-A personality (and you’re proud of it)
APPLICATION INSTRUCTIONS
If you’d like to be considered for this role please submit the following via email to [email protected] Thursday 17th August 2023.
1. PDF of your resume
2. Myers-BriggsPersonality Type
3. Enneagram TestYour Enneagram Number
4. StrengthsFinderTop–5 Strengths Report (optional)
4. Kolbe A Index Assessment(optional)
5. Answer the following questions:
- Marc is looking for a “Handler” – what does that mean to you and why are you the perfect Handler?
- We are looking for a calendar management ninja. Give us 3 reasons why that is you.
- Marc's company values include being a problem solver and thinking ahead to ensure challenges don't impact project progress. Share an experience where you anticipated potential roadblocks and took proactive measures to ensure a smooth workflow.
- Share your salary expectations
Job Type: Contract
Salary: £20.00-£40.00 per hour
Schedule:
- Monday to Friday
Work Location: Remote
