Personal/Executive Assistant

Job Details

Looking to hire an assistant for the CEO of a biotech company who also happens to be a mother of 5. This role will be a hybrid between a personal and executive assistant that will work alongside CEO to manage both family life and professional career. The right person for the job will be intuitive, proactive, independent, able to prioritize, and work well in a collaborative environment.

Responsibilities typically include but not limited to the following:

Executive:

Calendaring, Scheduling & Meeting Logistics:

• Manage & prioritize calendar.
• Arrange ongoing/recurring as well as ad hoc meetings & conference calls.
• Coordinate & ensure meeting logistics are in place. Reschedule appointments.

Written & Oral Correspondence:

• Compose, proofread, edit & format written correspondence, agendas, and documents for signature.
• Utilize polished professionalism and communication skills
• May monitor, sort, and prioritize emails, and use discretion and business judgment to respond directly or to forward to team members for response.
• Prepare or assist in preparing documents, reports, presentations, meeting materials, documents for signature.
• Prepare copies, arrange materials.

Coordinate Travel, Events & Expenses:

• Handle travel related aspects for business trips such as booking flights and hotels
• Arranging conference facilities and catering.
• Managing logistics for travel, group, and events arrangements.
• Create detailed itineraries.

Personal:

Team Management:

• Manage household staff including, but not limited to – housekeeper, nannies, babysitters, lawn care, pest control, elderly mothers caregivers.
• Assist with scheduling needs when any extra help is needed in the home or with children
• Create and maintain to-do lists for household staff
• Maintain daily communication with regular household employees to ensure tasks are being handled

Children:

• Manage communications from schools and teacher to ensure parents and childcare workers are informed of any homework, school projects, or other notices are handled in a timely manner
• Coordinate after school classes and extracurricular activities and sports with nannies
• Maintain family calendar of after school activities, sports events, school events, and children’s birthday parties
• Schedule appointments for children as needed, and coordinate who will be taking them to said appointments as well as with school teachers in case of any makeup work
• Planning birthday parties – from booking the venue, to working with children on theme, placing order for birthday cake, making goody bags, etc

General Household:

• Process returns or delegate to a household staff member, as needed
• Ensure pets (cat and dog) are up to date on vaccinations and scheduled for any vet or grooming appointments needed
• Manage regular maintenance of cars by scheduling appointments with dealerships and arranging drop off/pick up of cars for said appointment
• Researching purchases such as the best trampoline for children or new dining room furniture to seat large families
• Research, hire, and coordinate the work of general contractors or specialists for their home and multiple owned properties
• Assist in the shopping and preparation during holiday times (fireworks for Independence Day, gifts and decorating for Christmas, egg hunt and baskets for Easter, costume projects for Halloween, etc)

Vacation Planning:

• Flight booking
• Hotel/Air BNB research and rental
• Grocery delivery
• Dinner reservations
• Activities planned
• Itinerary meticulously planned and shared with all adults in group
• Packing family ahead of vacation

To summarize, the role of assistant – both personal and executive – is difficult to fit in one simple job listing. It is a very fluid job, constantly changing based on the needs of both the company and the family on any given day. It is essential the person that fills this role be energetic and flexible with an open mind and a can do spirit. No day in this role looks the same, so you will never be bored but also cannot rely on the structure of repetitive tasks in a job. The many different demanding areas of life can create a lot of friction in every day tasks, so the role of assistant is essential to the function of both family and business as it is essential to the function of the woman running both.

Pay negotiable, based on experience.

Minimum Requirements:

• High School Diploma
• 1 or more years experience in a similar position
• Tech savvy (business and family life run through Apple and Microsoft products)

Desired:

• 2 or more years of experience supporting VP level preferred.
• Secondary education (some college or professional certification) demonstrating advanced reading, writing and communications skills.
• Flexible and open to change
• Communication & people skills that reflect a high degree of professionalism.
• Resourcefulness
• Organization and planning skills
• Attention to detail
• Analytical thinking
• Ability to manage multiple tasks efficiently, prioritize work and manage time to meet deadlines.
• Ability to use discretion and judgment in dealing with sensitive and confidential information.
• Motivated, initiative-taker, eager to master new skills.

Job Type: Full-time

Pay: From $50,000.00 per year

Schedule:

• Monday to Friday

Ability to Relocate:

• Chattanooga, TN: Relocate before starting work (Required)

Work Location: In person

Salary : $50,000