Job Description

In this role, you’re the right hand super-person to your executive and your contribution to their life allows them to run their company more effectively, have a bigger impact in the world and find time to still prioritize their health, family and personal lives.

THIS POSITION IS STRICTLY LOCAL TO AUSTIN, TX AND IS NOT A REMOTE POSITION.

THIS JOB DONE WELL LOOKS LIKE…

• Taking initiative and anticipating needs before they’re even communicated.
• Never sitting on your hands with a low workload. Recognizing that delegating takes time and effort, so making a conscious effort to seek out tasks and manage your own workload.
• Making sure that things never need to be repeated, i.e. if you’re sent an address, make sure it gets stored in the CRM so you won’t need to ask for it again. If you’re asked to do a task that you know will need repeated, make sure it gets playbooked and assigned in Asana.
• Effective and efficient communication: instead of multiple texts, emails, calls and slacks throughout the day, questions and updates will be combined (along with all relevant information) for the CEO to reply to in an easy format. Respecting time and day boundaries, making sure that you ask questions well ahead of time, not leaving things last minute.
• Requiring zero follow-up for the CEO - if you’re asked to do a task and you know it’s going to take longer than a day or two, make sure the task is added into Asana and regular updates are made in there so your CEO knows that you’re on top of it and doesn’t need to ask.
• Having a strong attention to detail, so that your CEO doesn’t need to QA or ask for more information.
• Overall, making your CEO’s day, week and months easier because you’re completely on top of yours and their workload, you communicate effectively, you don’t add extra tasks to their plate and you are continuously seeking out growth and learning opportunities so you can continue to expand your job role, responsibilities and knowledge.

JOB DESCRIPTION

This role requires support in two different areas: executive and personal.

EXECUTIVE SUPPORT

• Gatekeeper Role
  • Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the wider team.
  • The team knows and trusts that they can go to you with questions, queries and tasks, and you’re aware of everyone’s roles and responsibilities so that you can do the same. You’re able to quickly assess how to escalate the situation or answer queries/questions.
  • You provide gatekeeping duties in regards to taking initial screening phone calls or meetings when necessary.
• Project Management
  • Act as a project manager to the CEO, making sure that they are on top of their projects and tasks, as well as assigning work to appropriate staff on behalf of the CEO.
  • Ensure that the CEO’s direct reports are on top of any project management that relates back to the CEO's tasks and responsibilities. If the CEO is blocked on a task due to another team member falling behind, make sure that the communication channel is open and everyone is aware of how to rectify and move forward effectively.
  • Project manage your own roles and responsibilities in a clear way, so that the CEO can see where each project and task is at.
• Calendar + Communication
  • Assist in the management and organization of the CEOs calendar by scheduling appointments, meetings, engagements, and daily activities, including running errands.
• Email
  • Be the primary gatekeeper of the CEO’s email, making sure that at regular intervals throughout the day, anything unimportant or junk is removed, important unread emails are put into appropriate folders and emails that you’re able to reply to are replied to.
• Reporting
  • Depending on the time of year and company prioritizations, you’ll be asked to prepare reports and send them to the CEO (and sometimes leadership team) on a frequent basis.
  • In addition to sending relevant company reports, you’ll also be expected to send a quick report at the end of each week, detailing where you are at with projects, any questions/blockers you have, and what’s upcoming.
• Admin
  • Prepare agendas, attend meetings, and transcribe correspondence where necessary. If the CEO has assigned, or is awaiting a response or deliverable after a meeting, make sure to follow-up and make sure it’s completed. If the CEO is assigned something during a meeting, make sure it’s added into Asana.
  • Conduct ad-hoc research when necessary and present findings in a clear format. Keep this research tidy in organized files.
  • Light design work.
  • Initial creation of documents that the CEO can use to build on in order to finalize.
• Partnerships
  • Manage communications between CEO and brand partners where necessary, taking initial phone calls, doing reach out and scheduling correspondence.
  • Project manage the partnership, making sure that contracts are reviewed and signed, all partnership information is added into Asana and delegated to the relevant team members, partnership deliverables are delivered on time and the brand is receiving clear communication back and forth. Ensure that from start to finish, the process is smooth - the partnership is complete when all deliverables are delivered and full invoice has been received.
• Social Media
  • Support with posting on social media, as well as handling DMs.
• Travel
  • Manage and coordinate travel for both business and personal arrangements. Think through end-to-end details (including but not limited to check-in, mileage/TSA pre numbers, reservations, calendar clearing/rescheduling, transfers, childcare, glam, appointments, packing) for the trip and ensure that the CEO has everything they need ahead of time.
  • 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 onsite meetings, luncheons, coffees, in-house events.
  • Greet and check-in clients and other guests for meetings and events.
  • Coordinate the organization and hosting of both personal and business events, end to end. This includes all organization of the event ahead of time, management during the event, organizing and managing vendors to support the event and ensuring clean up of the event.
  • Where necessary, scheduling travel arrangements for others involved in the event and circulating agendas with the necessary stakeholders.
• Relationships
  • Maintaining important business and personal relationships through making sure communication is timely and important events are remembered.
  • Sending flowers, gifts and cards where necessary. A job well done here includes thinking ahead of who the CEO may want to send thank you notes or gifts to, and continuously making note of preferences, budgets and messaging.
  • Gift ordering, wrapping & card writing.

PERSONAL SUPPORT

• Family Fit
  • Get to know the family members and their individual preferences.
  • Spend time and become familiar with all aspects of the residence, so that you’re able to manage the residence just as well (if not better!) than the CEO themselves.
• Organization
  • Keep the family’s organizational system within the home tidy and up to date. This includes but is not limited to the master bathroom, master closet, pantry, kitchen, laundry room, linen closets and guest bathrooms.
• Staff Management
  • Coordinate and manage vendors and contractors at office and/or residence. For example, management of the housekeeper means scheduling, making sure that they do their job effectively, providing feedback and sending payment on time.
  • Assist in creation, management and maintenance of contact list.
  • Delegate tasks to virtual assistants when necessary.
• Laundry
• Clean Up
  • Swipe counters, clear or fill dishwashers if necessary, prop cushions, put things back in place, put away odd objects and pick up rooms.
  • Turn over guest rooms, or delegate to the housekeeper, when necessary.
• Mail
  • Receive mail, sort who it’s for and trash ads/unnecessary mail.
  • Take action on filing mail appropriately, sending to the relevant team member or handling (i.e. bill paying).
• Errands + Chores
  • Perform a variety of errands and tasks around the office or home, including but not limited to dry cleaning, processing and shipping returns, random store runs and taking out trash.
  • List personal items for sale on Facebook marketplace and manage the sale, collection and payment process.
  • Small home repairs and light furniture building.
• Groceries
  • Order groceries on a weekly basis, arrange delivery, organize and put away.
  • Washing food and basic food preparation to make the weekly menu/meals easier.
• Replenishment
• Appointments
  • Scheduling appointments and ensuring paperwork or pre-work is done ahead of time.
• Finance
  • Payments of invoices and bills.
• Car
  • Schedule monthly car cleaning for both cars.
  • Fill up gas on a weekly basis.

SCHEDULE

40 working hours per week, Monday-Friday. The following schedule is open to change based on workload per week.

• MONDAY - Half Day in Residence to receive groceries, laundry + other tasks. Half Day Remote.
• TUESDAY - Remote working.
• WEDNESDAY - Full day in residence.
• THURSDAY - Remote working.
• FRIDAY - Half Day in Residence for laundry, organization + other tasks. Half Day Remote.

To learn more about our company and culture, visit us online!

• Instagram (@bossbabe.inc)
• Website
• LinkedIn
• YouTube
• Podcast

bossbabe is an equal opportunity employer and works in compliance with both federal and state laws. Qualified candidates will be considered for employment regardless of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.