Executive Assistant

Our Team

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This position will report directly to our CEO.

Position Summary

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The CEO’s Executive Assistant is responsible for keeping our CEO productive, on-task and organized both personally and professionally. This person will work with our CEO to define top priority personal and professional projects and ensure that his productivity is at its highest. The biggest responsibility of the Executive Assistant is allowing the CEO to get to a point where he is operating in his “Desire Zone” (aka. unique ability/genius) This is the zone where the CEO is working in his strengths and has the most impact on the company. The below Key Responsibilities and KPIs are provided as general descriptors of the most common tasks and duties this position will fill.

Key Responsibilities

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Calendar Management:

• Manage the CEO’s calendar. This person will protect the CEO’s schedule, keeping his calendar management tool up to date and in accordance with his calendaring rhythm.
• This position will be responsible for scheduling and confirming all the CEO’s appointments, calls and meetings.
• Oversee and manage the CEO’s personal and professional errands.
• Must be willing to move and reschedule appointments within a timely manner.
• Using forethought to identify things that should be on the calendar.

Travel Management:

• Book and manage all the CEO’s travel both personally and professionally.
• Travel arrangements for CEO’s family, including any passport/visa requirements for International travel
• Researching and creating a database of key contacts the CEO can meet in the cities he is traveling to, and arranging those meetings

Communication Management:

• Daily Inbox management. The EA will aid in keeping the CEO’s inboxes at “zero” and manage the timely response to email either through a provided template or a transcription method from the CEO.
• Manage key relationships both personally and professionally. This includes implementing a follow-up process when the CEO makes a new professional relationship as well as nurturing current professional relationships that coincide with his travel schedule. The EA is key to helping the CEO follow up, nurture and build key relationships.
• Serving as the communication go-between for the company and any interviews or media appearances, internal/external that the CEO is involved in.

Efficiency:

• Identify all the task’s the CEO is currently doing and cut that by 70% (through eliminating, automating, outsource/delegating, or owning it as their own task).
• Complete all Individual Quarterly Projects on Time & Budget (bonus is helping CEO hit his projects as well).

Special Projects:

• Special projects include aiding the CEO in moving tasks forward in any project, whether personally or professionally, that arises in his busy schedule.
• Oversee and manage the CEO’s personal and professional errands.
• Each Quarter the EA will have 3-5 Key Projects they are working on individually.
• Special projects include all the above but are not limited to the above. We are looking for an Executive Assistant who has a skill set to do a variety of things that helps keep the task off of the CEO. This person will not only make sure their quarterly projects are done but help assist the CEO to make sure his are done as well.

Key Performance Indicators:

• The CEO’s calendar will be full with revenue-generating meetings and calls based on his work rhythm and in conjunction with time sensitive tasks.
• The Executive Assistant’s folder in the CEO’s Inboxes (email, phone, social media, etc) are at Inbox Zero every day.
• Meeting Requests are responded to within 2 business days once calendar availability is confirmed with the CEO.

Qualifications:

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Key Competencies:

The ideal candidate is organized with an extremely high attention to detail. He or she has previous experience and has the following competencies:

1. Adaptability

Demonstrates flexibility in the face of change

Projects a positive demeanor regardless of changes in working conditions

Shows the ability to manage multiple conflicting priorities without loss of composure

2. Organization

Determines the appropriate allocation of time, prepares ahead of time for meetings to ensure they are concise and to the point.

Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines

3. Proactivity

Demonstrates the ability to foresee problems and prevent them by taking action

Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs

4. Communication Skills

Listening skills: Understands that the most important aspect of communication is the act of listening and actively works to improve those skills

Oral skills: Speaks with confidence using clear, concise sentences and is easily understood

Written skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors

Telephone/E-mail: Uses high quality, professional oral and written skills (as described above) to project a positive image of the business

5. Client Service

Interacts professionally with clients and associates at all times

Warm Personality to our Stakeholders.

Promptly responds to requests with accuracy and a courteous demeanor

6. Business Understanding

Demonstrates an awareness of fundamental business principles as well as an understanding of both our offerings and the industry we serve.

Quickly grasps the importance of specific relationships and does their part to nurture them, by your email responses, and suggesting gifts etc to keep Prime on top of mind for them.

7. Team Player

Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals

Travel as needed to support the CEO or the team for special events.

8. Computer/Technical Skills

Displays proficiency using standard office equipment such as a computer, scanner, etc.

Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills

9. Judgment

Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction

Swiftly refers problems/issues to the appropriate person(s) when necessary

Works effectively without constant and direct supervision or guidance

10. Efficiency

Helps create processes to make things around the CEO and company more efficient

Leads the charge to make the CEO more efficient in every area. (communication, tools, systems, etc).

Expectations:

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• Project Management: Not only utilizes but excels at the use of Microsoft Office 365 & Teams, Asana, and all other necessary applications.
• Communication: Play an active role in communicating with others; Stay current with company information; Ask questions; Listen for understanding and take action; Be respectful in your communication with others; Participate effectively in work conversations; Use communications to improve results.
• Organization: Determines the appropriate allocation of time and balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.
• Proactivity: Demonstrates the ability to foresee problems and prevent them by taking action; Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs.
• Adaptability: Demonstrates flexibility in the face of change; Projects a positive demeanor regardless of changes in working conditions; Shows the ability to manage multiple conflicting priorities without loss of composure.