Company Overview
We are a dynamic and rapidly expanding enterprise led by a visionary e-commerce entrepreneur. Our portfolio includes two thriving e-commerce agencies and a successful e-commerce coaching program dedicated to empowering students. Our operations are fast-paced and multifaceted, requiring exceptional organizational prowess to maintain efficiency and drive continued growth. We are committed to innovation, excellence, and fostering a supportive environment for our team and clients.
The Opportunity: Executive Personal Assistant
We are seeking a highly experienced and proactive Executive Personal Assistant (PA) to provide comprehensive administrative and operational support. This pivotal role is designed for an individual who thrives in a dynamic environment and possesses a proven track record in advanced planning, meticulous scheduling, and seamless workflow management. The ideal candidate will be instrumental in synchronizing complex schedules across multiple business ventures, optimizing daily operations, and ensuring timely, relevant notifications, thereby enabling the entrepreneur to focus on strategic initiatives and business expansion.
Key Responsibilities
As our Executive Personal Assistant, your primary responsibilities will include, but are not limited to:
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Advanced Calendar and Schedule Management: Expertly manage and synchronize multiple complex calendars for personal, agency, and coaching commitments. This includes scheduling appointments, meetings, and travel, with a keen awareness of time zones for international clients and students. Proactively identify and resolve scheduling conflicts.
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Comprehensive Task and Project Coordination: Develop, implement, and maintain an efficient task management system to organize and prioritize projects and to-do lists across all business units. Ensure all deadlines are met and projects progress smoothly.
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Optimized Communication and Notification Systems: Establish and manage intelligent notification systems to ensure the entrepreneur receives critical alerts without being overwhelmed. Act as a primary filter for incoming communications, including emails, Slack messages, and student inquiries, responding or escalating as appropriate.
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Standard Operating Procedure (SOP) Development: Document and refine Standard Operating Procedures for recurring administrative and operational tasks, enhancing efficiency and consistency across the organization.
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Meeting and Event Management: Coordinate all aspects of meetings, webinars, and events, including preparing agendas, compiling briefing documents, taking accurate minutes, and ensuring timely follow-up on action items.
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Client Relationship Management Support: Assist in maintaining CRM hygiene, updating client information, and supporting communication workflows for both agency clients and coaching students.
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Travel Arrangements: Handle all aspects of business travel, including booking flights, accommodation, and ground transportation, as well as preparing detailed itineraries.
Required Skills and Qualifications
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Experience: Minimum of 3-5 years of experience supporting high-level executives or entrepreneurs in a fast-paced, multi-business environment, preferably within e-commerce, digital agencies, or coaching sectors.
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Technical Proficiency: Demonstrated expertise with advanced scheduling and project management tools such as Google Calendar, Calendly, Notion, Asana, ClickUp, and communication platforms like Slack and Zoom. Familiarity with CRM systems (e.g., HubSpot) is highly desirable.
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Organizational Excellence: Exceptional organizational skills with a meticulous attention to detail and a proactive approach to problem-solving.
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Communication: Superior written and verbal communication skills in English, with the ability to draft professional correspondence and interact effectively with diverse stakeholders.
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Discretion and Confidentiality: Proven ability to handle sensitive information with the utmost discretion and maintain strict confidentiality.
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Adaptability: Capacity to thrive in a dynamic environment, manage competing priorities, and adapt to evolving business needs with minimal supervision.
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Proactiveness: A forward-thinking mindset, anticipating needs and taking initiative to streamline processes and improve efficiency.
Preferred Qualifications
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Experience with automation tools (e.g., Zapier, ) to integrate and streamline workflows.
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Familiarity with e-commerce platforms (e.g., Shopify, Amazon) or digital marketing agency operations.
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Background in supporting online course launches or managing student communities.
What We Offer
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The opportunity to be an integral part of a rapidly growing and innovative e-commerce ecosystem.
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A challenging yet rewarding role where your contributions directly impact business success.
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A dynamic and supportive work environment with opportunities for professional growth.
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Competitive compensation package commensurate with experience.
How to Apply
If you are a highly organized, proactive, and experienced Executive Personal Assistant ready to take on a pivotal role in a thriving e-commerce venture, we encourage you to apply. Please submit your resume along with a cover letter detailing your relevant experience, particularly how you have successfully managed complex schedules and optimized workflows for multi-business owners. Highlight your proficiency with specific tools mentioned in this job description and explain how you would ensure the entrepreneur receives the "right notifications" to maintain focus and efficiency.
We look forward to reviewing your application and discovering how your expertise can contribute to our continued success.
Contract duration of more than 6 months. with 40 hours per week.
Mandatory skills: Virtual Assistance, Data Entry, Administrative Support, Email Communication, Personal Administration