Executive Personal Assistant

Job Title: Executive Personal Assistant to CEO

About Us

Pc Wizard is a leading technology services provider dedicated to empowering local businesses through innovative and reliable IT solutions. With a strong commitment to building trusted relationships, we pride ourselves on delivering honest, stress-free services that keep our clients' operations running smoothly. Our mission is to provide complete solutions that enhance productivity and foster growth, allowing our clients to focus on what they do best. As we continue to expand, we are looking for dedicated professionals who share our passion for excellence and customer satisfaction.

Mission/Purpose:

The Executive Personal Assistant plays a pivotal role in enhancing the CEO's productivity by managing and integrating all facets of the CEO’s business and personal life. This role is essential in allowing the CEO to focus on high-leverage activities that drive growth, build strategic relationships, and create value. The Assistant ensures that all aspects of the CEO’s schedule, whether professional or personal, are harmonized and efficiently managed, enabling the CEO to maintain peak performance across all areas.

Key Responsibilities:

• Comprehensive Schedule Management: Coordinate both business and personal appointments, meetings, and events, seamlessly integrating these elements across multiple locations and time zones. The Assistant must ensure that all commitments are met with precision, allowing the CEO to focus on strategic priorities.
• Holistic Life Management: Act as the CEO’s right hand, managing both professional duties and personal errands. This includes everything from handling correspondence and booking travel to overseeing personal errands, gift purchases, and event planning. The Assistant must ensure that all aspects of the CEO’s life are in sync, contributing to an overall sense of balance and efficiency.
• Task Systematization and SOP Development: Develop, implement, and refine Standard Operating Procedures (SOPs) to streamline tasks and processes. The Assistant is expected to maintain a high level of organization and ensure that all procedures are documented and optimized for efficiency.
• Energy Management and Task Auditing: Regularly audit the CEO’s calendar to identify tasks that can be delegated, focusing on those that drain energy. The Assistant proactively manages these tasks to ensure the CEO remains focused on high-leverage activities that align with business goals.
• Flexibility and Multi-Location Coordination: Adapt to the dynamic needs of the CEO by coordinating activities and tasks across multiple locations, whether working remotely or on-site. The Assistant must be flexible and responsive to changing priorities and environments.
• Administrative and Project Support: Provide comprehensive administrative support, including managing communications, booking travel, and handling expense reports. Additionally, the Assistant will manage projects, ensuring that all deadlines are met with the highest standards of quality.
• Proactive Problem Solving and Anticipatory Insight: Maintain a deep understanding of the CEO’s goals, preferences, and priorities. The Assistant must be able to anticipate the CEO’s needs and actions, often before they are expressed, ensuring the CEO is always prepared, supported, and focused.

Role Competencies:

• Organization & Planning: Exceptional ability to organize, prioritize, and manage multiple tasks efficiently, ensuring that all elements of the CEO’s life are seamlessly integrated.
• High Standards: Demonstrates a commitment to excellence, consistently meeting or exceeding expectations across both business and personal tasks.
• Tech Proficiency and Automation: Advanced proficiency in Gmail, Google Calendar, Google Drive, and other essential tools. Familiarity with Asana, Square, ChatGPT, and other productivity tools is crucial for automating and streamlining tasks.
• Discretion, Confidentiality, and Adaptability: Handles sensitive information with the utmost confidentiality and demonstrates the flexibility to switch seamlessly between business and personal tasks.
• Communication Skills: Strong verbal and written communication skills, with the ability to represent the CEO professionally and clearly across all interactions.
• Trustworthiness & Integrity: Maintains the highest levels of trust and integrity, ensuring that the CEO’s interests are always protected and prioritized.
• Anticipatory Insight & Alignment: The Assistant must possess an exceptional ability to anticipate the CEO’s needs and actions, ensuring that they are always one step ahead. Success in this role hinges on staying deeply aligned with the CEO’s workflow and proactively managing challenges as they arise.

Qualifications:

• Experience: Minimum of 3 years in a similar role, such as an Executive Assistant, Personal Assistant, Event Planner, or Project Manager.
• Technical Skills: Advanced knowledge of email and calendar management tools, with the ability to quickly learn and adapt to new technologies. Experience in automating tasks using various tools is a plus.
• Problem-Solving: A proactive problem solver who can anticipate challenges and address them effectively.

Expected Outcomes:

First 30 Days:

• Assume responsibility for 75% of all delegated tasks.
• Organize and manage all email inboxes, reducing clutter and improving response time.
• Address 50% of all overdue tasks.

First 60 Days:

• Take full responsibility for all delegated tasks.
• Manage all email correspondence, responding on behalf of the CEO as needed.
• Maintain a 0% overdue task list, ensuring all tasks are completed promptly.

Quarterly Measurables:

• The CEO spends less than 4 hours per week on tasks that can be delegated.
• All systems and procedures are documented and functioning efficiently.