What are the responsibilities and job description for the Executive Assistant position at The Third Element, LLC?

Executive Assistant to Emerging Author

Job Description :

This position will support an emerging author, speaker, and service-based leadership trainer, in the spiritual and self-help genre, as well as in the world of corporate management training. Author has a substantial budget for promotion of books, expansion of reach, and newly founded organization.

Will work closely with Author to help them prioritize and manage their time effectively. Personal Assistant will assist with purely business tasks such as scheduling and preparing meetings, as well as assisting with and managing aspects of Author’s personal bills and responsibilities, including travel arrangements, personal errands and handling bill payments.

The position will be challenging at times, but always fun as this author’s life is busy, but flows easily from day-to-day and project-to-project. Includes domestic travel to events from time to time and possibly overseas travel on the future as author’s influence expands outside of the U.S.

Responsibilities :

Manage Author’s calendar
Managing schedules and appointments
Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Determine priority of topics needing attention; redirect or handle personally, as appropriate
Assist with written communication and documents. Draft, edit, and proofread emails and other correspondence
Monitor and respond to Author’s email accounts on his behalf, including emails from followers
Meeting Preparation & Follow-up
Take accurate and comprehensive notes at meetings
Interact with Author’s Marketing Team to coordinate efforts and help out whenever possible
Finding new vendors for various needs
Communicating with vendors regarding planning, details, and status of projects
Social media management - Handling social media accounts, posting updates, and managing online presence for privacy and reputation management
Travel coordination
Plan and organize domestic travel itineraries and foreign, including flights, accommodations, ground transportation, and detailed agendas
Manage Author’s personal and business bills including :
Credit card reconciliation for personal and business accounts
Interface with outside accountant
Invoices, travel reports, and misc. reconciliations
Orchestrate payments property taxes and insurance for multiple properties
Maintain vehicle registrations and insurance for multiple vehicles
Maintain records and filing systems
Placing & receiving online orders for products and supplies, both personal and business related
Organizing meetings and events
Coordinate events and speaking engagements in cooperation with marketing team
Flexibility to work evenings, weekends, and holidays; hours may vary depending on business needs

Qualifications :

This person needs to be natural problem solver who enjoys challenge and a fast pace. The primary responsibility is to take on as much responsibility as is reasonable in order to save time for the Author and team by taking on tasks that can free up time for them to do other vital tasks.

A successful Personal Assistant will have the following prerequisite skills and qualifications :

Self starter

Excellent time management skills

The ability to be proactive and take the initiative with minimal direction from Author

Strong communication skills and command of the English language

Fluency in second language is not necessary, but can be helpful

Ability to prioritize and multitask efficiently

Meticulous attention to detail, excellent comprehension, and ability to draw insights from multiple data sources

Project management experience

Public relations experience is a plus

Requirements :

This list of “requirements” is not absolute, but extremely helpful

Five years prior work experience in the same role or in similar administrative support roles

Past work experience with an author is beneficial but not required

Proven experience in handling and responding to correspondence, including sensitive information

Strong organizational skills, resourcefulness, and attention to detail for data and documentation work

Discretion, tact, and trustworthiness : you will often be working with confidential information

Good working knowledge of social media

Knowledge of Microsoft Office, including Word and Excel

Basic WordPress skills are helpful, but not necessary

Associate’s or bachelor’s degree in liberal arts or business is preferred

Experience setting up small events like workshops and seminars and working with third party vendors

Good proofreader for writings and correspondence in English

How To Stand Out Among the Rest :

Your resume / CV is enough to show off your skills, accomplishments, and experience. However, if you choose to include a cover letter introducing your awesome personality, we will read that too.

Compensation :

Generous salary will be based on a number of factors including the individual's job-related knowledge, skills, qualifications, geographic location, and ability to travel.

Flexible schedule as appropriate.

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