Executive Assistant - Customer Success

Position:  Looking for an executive assistant to help with a few main goals

1. Simplify my life and calendar (admin tasks, calendar/email management,  etc.)
   
   

2. Improve the business efficiency and free up more of my time (this is taking over some of the Sales role,  Customer Success, Back office tasks (Invoicing and Payroll)  and possibl yLinkedin Outreach)
   
   

3. Push forward some of my personal projects (Self Reliant Man blog, The Nite Cap content site,  my personal blog and social media (instagram, twitter etc.)

Availability and Expectation

A person that can:

Fit into all of the roles above,  likely would need to be available for at minimum 20 hours per week, and with desire to learn and expand their responsibilities up to 40 hours per week. 

Can communicate actively every day on Trello, Whatsapp, Microsoft Teams, Monday.com 

Asks questions when they are confused, or unsure of a task

Respond to each tasks assigned within same day,  ask for clarification or confirm understanding and provide an estimated timeline for completing the task. 

Bilingual (Spanish/English) candidates strongly preferred!

Routine Responsibilities

Daily Updates:

Daily message/email containing the following information:

• Tasks worked yesterday (which were completed?)

• Tasks to be handled and completed today

• What tasks are ‘stuck’  and waiting for things (approval,  another employee, more information etc.)

Weekly Updates:

Provide a timesheet each week summarizing the following

• Hours worked

• Tasks worked on (how many hours per task?)

• Tasks that were completed successfully

• Tasks that are still pending

Follow-Ups on All Project Boards

It is the assistant’s responsibility to check and monitor both Trello and Monday.com  for the tasks they are responsible for.  

If there is no update on a specific task,  or waiting on a response,  then it is the assistant’s job to remind the person and follow up every 2-3 days until the task is completed. 

Even if the action is “we are still waiting on a reply from X,  i will remind them in 3 days, 1 week etc.”  all tasks on Monday.com/Trello should be updated so that Ethan and other manager’s know the current status without having to ask for it. 

Tasks to Be Handled

Personal Tasks - Documentation Will Be on Google Drive

Manage google calendars + outlook. 

Manage Emails (eventually)

• read emails and see if item is actionable (i need to respond, or do something)

• clear out the chatter (promotional emails,  receipts,  event alerts that have already passed)

Update travel spreadsheet with flights + itineraries  -- sync these with my main calendar.  Create calendars to manage,

- birthdays

- important dates (tax dates)

- my friend's schedules ( what cities they will be in, their plans etc.)

- my big trips planned

- events/potential conferences etc. 

Travel Tasks

Book flights via skyscanner or chase rewards 

Accommodation Research + Booking on Airbnb

• Airbnb searching

• Airbnb negotiation

• Finding Gyms/Co-Working spaces 

Trip research – researching new destinations for vacation/living. 

Visa Research + Lawyer contacts 

- colombia business visa

- mexico Temp resident visa 

Personal CRM on Airtable management

• setting up catch up calls/meetings with my network, routinely updating CRM and sending reminders out to me. 

• Sending gifts/flowers

• managing list for my personal newsletter (on substack.com).  

Tax help/prep.

• managing correspondence with the accountant

• need to get all filings and info organized for Chase LOC application

Personal Social Media

- Create list of story posts from old photos/videos/albums

- find list of funny/amusing things to post 

- go through albums and find/edit posts for main feeds

- schedule posts with Buffer

- work with Z on video editing (long videos)

- work with Z to get short clips (short videos for IG stories)

CiteMed Tasks – Documentation will be on Microsoft Teams

Human Resources

• onboarding/offboarding new contractors
  

Sales & Marketing

• Using hubspot to help manage our pipeline, and doing follow-ups

• Managing scope of work documents, updating pricing etc.

• Sales calls with prospective clients (eventually)

• Manage and run linkedin Outreach campaigns,  update CRM on monday.com with results

• Work on our landing page designs,  speak with website developers to get changes made and have things improved.

• Develop new sales pages, work with developers to have htem built. 

Admin Tasks

• managing my calendar/emails (make sure i don't miss anything)

• invoicing in waveapps

• payroll via wise.com

Customer Success 

• setting up client lists in Hubspot for outreach

• Getting on calls,  sending surveys, collecting testimonials and customer feedback

• setting up system to stay in touch with old clients

Content Project Tasks

theselfreliantman.com

This is a content blog of mine that i’m trying to grow/improve. 

Basic tasks here:

• Managing email list with active campaign

• New site just launched, we need to test it, and work with developers to fix things best we can.

• Creating new infoproducts for the site (PDF designs in canva etc.)

Editing articles

Posting articles

• managing the twitter account

• coming up with ideas to grow the business

• PR outreach (might be possible eventually, or can work with Shannah)