Job Description:
• **************APPLY by June 28, 2024 BY CLICKING LINK: https://theopsauthority.typeform.com/to/zFQ9ukTY********************* POSITION: Executive Assistant COMPANY: The Product Boss REPORTING TO: CEO + Integrator STATUS: Full-Time Independent Contractor; moving to W2 Employee in 60 days COMPENSATION: $80,000/yr BENEFITS: Health stipend $400/mo, paid holidays, PTO, 401K with company match (after 6 months) LOCATION: Hybrid role (remote + onsite), must live in Los Angeles, CA. This role requires onsite work at least 2 days/week in Encino, CA START DATE: June 22, 2024 APPLICATIONS ACCEPTED THROUGH: June 28, 2024 ABOUT THE EXECUTIVE ASSISTANT POSITION The Product Boss empowers female-owned product-based business owners to achieve their wildest dreams. We do this through our signature online courses and masterminds that provide actionable digital education, expert coaching, and a community that 8fosters success. We are seeking an amazing, experienced Executive Assistant to support the CEO and Integrator and bring seamless flow into the workday. This role will handle operational and administration objectives inside the company as well as coordinate and organize meetings, events, and travel. You will simplify and streamline communications and processes for Leadership, Sales, and Operations. In addition, the goal of this critical role is to remove administration and tasks off of the CEO + Integrator’s plates and ensure all of the details of each day are seamlessly coordinated between Leadership and team members. We are a “tight-knit” and fast-paced team. The successful applicant is versatile, can transition quickly when necessary, and can execute with speed. This is not an entry-level position; 2 years minimum of recent EA to C-Suite level experience is required. This hybrid role is full-time and requires a flexible lifestyle to work some evenings/weekends and on-site in Encino, CA at least 2x/week, during launches (quarterly), and for local errands. You will need reliable transportation to Encino for this position. YOU’RE PERFECT FOR THE PRODUCT BOSS IF… You are a self-starter and have the innate ability to anticipate the needs of your CEO and proactively work to take tasks off of her plate. You bring excellence to work day by taking initiative and executing seamlessly. You can protect your CEO’s boundaries, even when she may blur that line due to her generous nature. Your communication is on the softer side. You are a natural people pleaser but can gently push back on ideas or projects that are out of alignment with company vision, team bandwidth, etc. You have an optimistic and motivating personality. You also have a sense of humor and enjoy banter with your CEO. You can work at a fast pace. This role requires quick understanding, assessment, and swift execution. You handle sensitive information, relationships, and conversations with confidentiality and discretion. Integrity is of the utmost importance. You are flexible and can quickly adapt to new initiatives as business, decisions and strategies can change rapidly. You have a “no task too big or small” mentality. At times, our team works above and beyond their job description. You take responsibility for your success and communicate early and often when you hit roadblocks or need more information to complete a task. You are a fully dedicated career EA, committed to this role long term. You do not have (or are not seeking) additional side work or side hustles. You are also committed to our customers’ successes and wins. You have demonstrated your leadership ability to the broader team in previous roles and established credibility and trust. You have experience working remotely and have basic knowledge of the digital marketing industry. You have familiarity with Apple OS, Google Apps, project management tools, calendar schedulers, and communication apps (Voxer, Slack, etc). You have excellent verbal and (professionally) written communication skills. You can emotionally self-regulate, even during times of pressure and stress, to be present for the team and the CEO. You also do not bring personal drama to the workplace. You’re happy to handle personal tasks for the CEO when needed. RESPONSIBILITIES Gatekeeper + Calendar Management Act as the “gatekeeper” of the CEO; protect her time, keep unnecessary items off of her plate, and handle appropriate tasks so she can stay focused on the vision and company goals. Create a “gateway” between the CEO and team providing a bridge for smooth, transparent communication. Understand everyone’s roles and responsibilities to quickly assess how to escalate a situation, answer queries/questions, and provide support. Complex calendar management including scheduling meetings, appointments, and travel for CEO + Integrator. Bring system strategy around calendaring tools (e.g., Calendly, Acuity, etc.) to create efficiencies when scheduling external calls. Refine and systemize CEO calendar e.g., implementing batch days and “no call” days, etc. that allow for creativity or rest. Understand all key dates, commitments, boundaries, and complexities of the CEO + Integrator’s calendar. Manage the team calendar and keep everyone informed of company events (e.g., webinars, live events, product launches, etc.) Administration + Reporting Prepare agendas, attend meetings, and transcribe correspondence. Assign CEOs tasks (that are assigned to her in meetings) in Asana. Conduct ad-hoc research when necessary and present findings in a clear format. Create a file organization system of research for easy reference. Coordinate with the Finance team for company tax filings. Prepare company-wide project updates; assemble them into a report and disseminate to leadership. Send an end-of-week summary detailing the status of your projects, any questions/blockers you may have, and what’s upcoming. Initial creation of project ideas/plans that the CEO can build on. Manage team days off requests Assist the broader team with projects, as needed. Light design work in Canva Support DM management as needed (social media) Take initial screening phone calls or meetings when necessary. Project Management Act as a project manager to the CEO and Integrator, ensure they are on top of their projects and tasks, and provide gentle nudges as needed to keep work moving forward. Assign tasks to appropriate team members on behalf of the CEO. Ensure that the CEO and Integrator’s direct reports are on top of tasks and responsibilities needed from CEO + Integrator. Ensure the communication channel is open and everyone is aware of how their tasks affect the larger project. Work to keep team tasks flowing so the CEO and Integrator can complete their responsibilities. Project manage your tasks and responsibilities in an organized and transparent way. Manage communication, projects, and follow-up with external contractors: Finance Team Legal HR Email Management Organize and manage CEO’s inbox and create a system for labeling/flagging important items Create a cadence of email management for the CEO (block times for her to address emails that need her attention). Respond to emails on behalf of the CEO. Filter through and respond to requests such as podcast invitations, and speaking engagements. Develop SOP’s for handling these specific types of email outreach and communications. Travel Manage and coordinate travel for both business and personal arrangements. Handle details of the trip, end-to-end, including but not limited to check-in, mileage/TSA pre-numbers, reservations, calendar clearing/rescheduling, transfers, childcare, glam, appointments, packing, etc. Where necessary, you may be asked to travel with the CEO on trips and provide in-person assistance for the duration of the trip. Events Coordinate the organization and hosting of both personal and business events, end-to-end. This includes coordination with vendors, management during the event, and ensuring the event’s set up/clean up. Coordinate onsite meetings, luncheons, coffees, and in-house events. Greet and check-in clients and other guests for meetings and events. Schedule travel arrangements for others involved in the event and circulate agendas with the necessary stakeholders. Partnerships Manage communications between CEO and brand partners where necessary, taking initial phone calls, outreach, and scheduling correspondence. Project manage the Partnership Ensure contracts are reviewed and signed Partnership information is added to Asana and delegated to the relevant team members Partnership deliverables are received on time and the brand receives clear communication back and forth Proactively ensure the process is smooth from start to finish and that the partnership is complete when all deliverables and full invoices have been received In-Person Assistance Light errands, shopping, gift purchasing, going to the bank, post office, etc. OUR VALUES Creativity: Championing innovative thinking and imaginative solutions in every aspect of our work. Growth: Committing to continuous personal and professional development for ourselves and our clients. Community: Prioritizing the collective success and unity of our team and the broader community we serve. Inclusion: Embracing diversity and ensuring every voice is heard and valued. Integrity: Upholding honesty, transparency, and ethical practices in all our interactions. Resilience: Cultivating flexibility and strength to adapt and thrive amidst challenges. Empowerment: Inspiring and enabling individuals, especially women, to pursue their dreams and achieve their full potential. ABOUT JACQUELINE SNYDER AND THE PRODUCT BOSS Jacqueline Snyder is the force behind The Product Boss and the Shop 1-in-5 Pledge. She’s also the host of The Product Boss Podcast, a top 10 Marketing podcast. We are product coaches and educators and have created a community of product bosses from around the world built around encouragement, big goal-setting and product business strategy. We’re honored to say we’ve coached over 50,000 thousand students in our courses, workshops, and masterminds – anywhere from start-ups to multi-million dollar small businesses. Jacqueline Snyder has her B.F.A in Fashion Design and a business strategist. She is also the founder of Designer Consulting Co-Op and has coached fashion apparel and accessory brands through start-up, wholesale, and business growth for over 15 years. Jacqueline lives with her husband and two kids and dogs in Los Angeles. ************************************APPLY by June 28, 2024 BY CLICKING LINK: https://theopsauthority.typeform.com/to/zFQ9ukTY ********************************************************************
Company Description:
The Product Boss is on a mission to empower female-owned product-based business owners to achieve their wildest dreams. We do this through our signature online courses and masterminds that provide actionable digital education, expert coaching, and a community that fosters success.
Jacqueline Snyder is the force behind The Product Boss and the Shop 1-in-5 Pledge. She’s also the host of The Product Boss Podcast, a top 10 Marketing podcast. We are product coaches and educators and have created a community of product bosses from around the world built around encouragement, big goal-setting and product business strategy. We’re honored to say we’ve coached over 50,000 thousand students in our courses, workshops, and masterminds – anywhere from start-ups to multi-million dollar small businesses.
Jacqueline Snyder has her B.F.A in Fashion Design and a business strategist. She is also the founder of Designer Consulting Co-Op and has coached fashion apparel and accessory brands through start-up, wholesale, and business growth for over 15 years. Jacqueline lives with her husband and two kids and dogs in Los Angeles.
Tagged as: Executive assistant