Executive Assistant

POSSIBLY THE COOLEST EXECUTIVE ASSISTANT JOB EVER ..

Most assistants are naturally driven to problem solve and have a knack for handling curveballs, but your extra touches are what make your work so memorable. You make it look easy and effortless in coordinating projects and travel schedules, but there’s a lot of care that goes into it.

You pride yourself on being a bit of a perfectionist: making sure every kink is ironed out, with an entrepreneurial passion on how you could improve things.

Only problem is … most of the time, you’re assigned menial tasks, or your job doesn’t give you freedom to be challenged and grow as you’d like.

You just want to do work where you’re rewarded for your ingenious organizational and planning smarts.

But, what if you didn’t have these problems? What if every single day you came to work in a place that appreciated the work that you do? And trusted that YOU could do it better than anyone else on the team?

Where you could truly care about the humans on the other end of our emails. And your team members acknowledged how much of yourself you put into your job, even though you make it look effortless and flawless.

YOU’LL KNOW THIS JOB IS FOR YOU IF…

• You love putting in extra attention into the details to create a WOW experience for someone.
• You’re a natural organizer and love turning ideas into actionable plans, and have the commitment to see each project to the end.
• You’re a great communicator and feel equally comfortable managing client or team emails.
• You can pull together a travel itinerary, from budget to luxury, complete with gifts for clients who want the best.
• You have a great demeanour which people love interacting with because you always make them feel heard and seen.
• You’re able to coordinate multiple, concurrent deadlines and calendars.

WHAT WE’RE LOOKING FOR IN OUR EXECUTIVE ASSISTANT …

This role is the perfect fit for someone who loves to take care of the details and the initiative on new projects. Your work supports the CEO having more time to drive content creation and the brand forward.

*Important: This position is more than just research and project management. We’re looking for someone to cultivate positive relationships with our community, and be an innovative and strategic thinker for our brand!

How ‘bout we skip right ahead to the goods, shall we? Our small business is completely virtual. We’re biased — but we are pretty sure we are the coolest place to work for, ever. And we really believe that we are changing the way small business owners run their businesses + live their lives (you will see what we mean when you check out our website!).

But, this role isn’t all sunshine and rainbows — there is some good news and there is some bad news…

LET’S GET THE BAD STUFF OUT OF THE WAY FIRST:

• The hours may be irregular. As we grow and scale, you’ll be helping to coordinate two extensions of our brand: our flagship online group program, and our luxury videography retreats. There will be seasons where things will be chill with some boring admin tasks, then other months where we’re ramping up for a shoot in French Polynesia!
• We expect between 10-20 hours per week to start, with peak periods (right before a video shoot or product launch), your hours may increase to 20-30 hours per week.
• This means we’re looking for someone who can join the team with these part-time hours, but willing to work more hours during these peak periods and potentially grow into a full-time in this role, possibly as the Operations Manager or Business Development Manager.

NOW, LET’S TALK ABOUT THE GOOD STUFF…

1. Our office is virtual…which means you can wear yoga pants, pajamas, or whatever toots your horn. We’re a casual team, so the only time you’re expected to “pretty up” is for our program’s live group calls, if you choose to participate.

2.
The work is fun, fresh and dynamic. You will be working directly with the CEO to manage international video projects, and form new operational procedures … and you will be an integral part of this!

3. The hours are flexible. You simply need to be available during business hours: Monday-Friday 9am – 5pm PDT, and during longer hours during launch periods (6 week-ish) in the spring and fall. Aside from that, you get to create your own hours each day.

4. You’ll experience things, do things, and make decisions on things that no big stuffy company would ever allow you to do. You will be able to dictate the work that you do and help guide the direction of the leads and membership experience of the business.

5. You’ll have a ton of autonomy + the opportunity to bring your ideas to the table and create processes that will guide our business going forward. We’ll provide you with the knowledge and tools to make decisions without a ton of back and forth.

WHAT YOU’LL BE RESPONSIBLE FOR:

• Managing CEO’s Google calendars, creating & sharing calendar links, streamlining future bookings.
• Managing CEO’s emails, including answering client and customer emails according to our brand standards.
• Client onboarding and guiding them through the process while managing client expectations.
• Managing project workflows inside 17hats, our invoicing and project software platform.
• Researching customer payment status in Paypal & Stripe, and following up via email.
• Working with our travel contact to confirm logistics and provide the team and clients with travel itineraries.
• Supplying contracts and insurance for vendors and clients.
• CEO’s personal research.
• Random bullet point inserted to see if you’re paying attention. Put the secret code “Assisting is my jam” in your cover letter/email subject line.
• Bring your creative ideas to the table on how we can continuously improve our business so it reflects our core message and mission.

NOW, LET’S TALK ABOUT THE JOB REQUIREMENTS:

1. You’re fired up about our mission to help creative and visionary entrepreneurs to pursue their dreams. We do this by helping our clients to distill their unique story, become more visible, and build million-dollar businesses that change the world.

2. You’re responsive. While we only expect you to be available Monday through Friday 9am – 5pm PDT, there may be weekends where you’ll need to confirm travel plans or make last minute adjustments.

3. You’re the type of person who loves to create checklists, processes and systems. Every day, you will bang out a list of stuff. Fun stuff. Important stuff. Necessary stuff. You love lists, and checking things off diligently…and maybe you’re even one of those people who writes things on the list just so you can check it off. That’s great, we love people like you!

4. You’re tech savvy. An understanding of Apple products, Google calendars, project management tools like Trello or Slack, and online business building tools is preferred, or will be fairly easy for you to learn and pick up.

7. You love nailing down the details. You don’t need to race through work and get things done half-assed (we figured that one out ourselves). We need you to have an eye for the bigger picture + how things fit together to create an experience that makes the client feel supported.

8. You think strategically and bring ideas to the table of opportunities that we haven’t yet seen or taken advantage of to drive the business forward. You then need to be able to map out, and execute those ideas alongside the team.

9. You love taking the lead on your own projects. You love having full ownership over the creation, execution, and results of your own projects. You’re constantly seeking to improve these projects asking yourself things like What’s working? What’s not working? How can I improve this? How can I make this better? Did I see the results I was hoping for? What are other people doing in the industry? etc. to achieve amazing outcomes.

10. You share our company values. In addition, we believe Black Lives Matter, we stand for LGBTQ+ rights, and we are actively investing in and working to build an equitable, inclusive, anti-racist company from the inside out. We encourage you to apply if you share those values.

YOU’LL BE MEGA SUCCESSFUL HERE IF YOU’RE SOMEONE WHO…

• Has great research skills and attention to detail.
• Is a great communicator and has a knack for making clients feel happy!
• You jump both feet in and are committed to the project through to the finish line.
• Works well with other people and can build rapport quickly with both team members and our community.
• Takes ownership and pride in their work.
• Is not afraid of new challenges.
• Loves learning new things and can implement new ideas quickly.
• Adapts really well to changes on-the-go.
• Can handle direct feedback.
• Bonus if you have previous experience in the film industry or production experience.

In short, your job is to help us in any way you can drive the mission of Emmy Wu Media forward through our community and membership experiences. And to have fun at work (who wants a job that isn’t fun?!?).

But what we don’t expect is perfection for you to qualify for this job. We don’t expect you to know every tool we use, we can teach you that. We expect a passion + skill for tech tools, organization, resourcefulness and a get-it-done attitude.

TO APPLY

Send us your resume and cover letter, telling us why you’re the best for this role and your expected pay rate. Those short-listed will be invited to a short paid test.

We thank all those who apply, but only those shortlisted will be contacted.

To learn more about the company, visit emmywu.com

Job Type: Part-time

Pay: $30.00 – $40.00 per hour

Schedule:

• Monday to Friday

Supplemental Pay:

• Commission pay

Education:

• Bachelor’s (Preferred)

Experience:

• Google Suite: 3 years (Preferred)
• Project management: 3 years (Preferred)

Work Location: Remote