P/T virtual Administrative Assistant to CEO

Overview

Are you ready to join an organization where you can make an impact everyday?

 

Are you obsessively detail oriented, highly organized and endlessly enthusiastic?

 

Do you enjoy working independently, having a sense of autonomy and helping others?

 

Our lifestyle curation company helps people live better lifestyles with creative organization and inventive interior design.

 

 

Position Description:

 

We are looking for an person who is interested and passionate about office organization, checking things off a to-do list, is a motivative self starter and has a positive disposition.

 

This is a freelance part time position – 20 hours weekly|4 hours daily m-f

 

 

This person will be responsible for:

managing schedules of CEO, client projects and staff on multiple calendars

communicating with the clients, staff and vendors

scheduling and participating on monthly team calls using ZOOM

client data entry in multiple software platforms

project management including placing and tracking orders

answering company phone line from hours of 8am-2pm Monday thru Friday

processing all client payments, invoicing and billing in Quickbooks (training will be provided)

posting blogs – weekly

executing company newsletters – biweekly

managing company email list, dropbox files and google docs

following up on potential leads

maintaining vendor lists

checking HARO listings for potential press opportunities – daily

keeping the CEO abreast of all business activities

following all company social media accounts as well as commenting and liking

searching and scheduling press opportunities to increase brand awareness

seeking out and scheduling speaking opportunities for the CEO

marketing research that will expand the brand’s reach

creating & conceiving business opportunities, partnerships & other RGAs

proof reading all written content to be submitted, posted, uploaded or distributed

 

The admin will be working directly for and with the CEO on a daily basis.  This will include a daily phone call when CEO isn’t on-site with clients.  A daily emailed recap of the day’s completed tasks and activities will be required at the end of day.

 

The person in this role will serve as the first point of contact with clients, potential clients and referrals. Must give good phone, the clientele consists of well heeled, educated, moneyed professionals who have high expectations and require someone that can be discreet as well as comfortable communicating with celebrities and extraordinarily wealthy people.

 

We use multiple software platforms such as Dropbox, Google Docs/Sheets, Highrise, Teamwork, Mailchimp, WordPress and Ical.  (training will be provided).

 

If you’re a go-getter, ready to work hard and want to be the part of a creative start up, this could be the perfect position for you.

 

 

Who Are We:

 

We are apartmentjeanie & photojeanie – an award winning lifestyle company that helps people live better organized lives with creative solutions.  Jeanie Engelbach, the founder & CEO was coined ‘the chaos conqueror’ by Town & Country magazine and along with her team of organizers and designers has been eliminating clutter – mental & physical from clients who are overwhelmed, disorganized and constantly stressed for 20 years.

 

 

 

Who Are You:

You are an optimist, energetic and enthusiastic about providing excellent office management. Highly detailed oriented – this cannot be overemphasized!  Our CEO is hyper observant and tends not to miss even the smallest of details.

Enjoys working virtually yet have great communication and people skills.  Willing to ask questions when unsure of next steps.  Is accountable and responsible.

Has a sense of humor, time management and positivity.  Street smart, social media savvy and have a string command of the English language.  Isn’t afraid of the phone and likes making lists and then checking them off!

 

 

Requirements:

 

·       available Monday thru Friday from 10am – 2pm (non negotiable)

·       highly organized

·       responsible & accountable

·       ability & desire to market and generate leads

·       flexible in handling different tasks and projects on a daily basis

·       demonstrates expertise in time management and personal organizational skills

·       can follow established processes and practices

·       enthusiastic and positive attitude

·       social media savvy

·       MAC proficient

·       discretion – our clientele value their privacy

·       can do attitude

·       flexibility to execute tasks outside of the 10am-2pm schedule

·       lives in the continental United States

·       persistent in follow up

·       note taker – obviously it’s a virtual position so this is based on honesty

·       all around delightful, honest, virtuous and charming person

·       proficient in English grammar

 

Preferred:

 

·       virtual assistant experience

·       executive assistant experience

·       office management experience

·       lives in eastern or central time zones

·       strong verbal, interpersonal and listening skills, demonstrates effective organizational and proactive problem solving skills

·       highly motivated with an ability to work as a team member in a dynamic, fast-paced environment

·       the ability to work independently to deliver results

·       Apple computer user

·       not easily discouraged, irritated or annoyed by other’s attitudes

·       upbeat personality, no negative Nancys or Debbie downers

·       not easily intimidated by wealth & power

·       ability to travel to NYC – should opportunity arise

·       college educated

·       5+ years experience in a corporate office

·       social media marketing experience