Exeuctive Administrative Assistant (Heavy Travel)

Executive Assistant Travel Requirements/Schedule:

• Involves domestic and international travel. Must have an updated passport and experience with travel. Travel
is about 80% of the year.
• While traveling, there will be the occasional long day, early morning and evening schedule and definitely being
on-call after hours.
• Flexible work schedule/week. Mon-Fri but eventually will move to Tue-Sat or similar schedule to include a Sat
or Sun.

Executive Assistant Position Summary
This position requires a broadly skilled and highly flexible team member to support a team of personal executive
assistants both while on the road, as travel is necessary for our business. This position handles clerical, personal and
administrative functions for the Founder through the direction of the Chief of Operations (COO). The ideal
candidate will have excellent organizational skills, strong administrative background, personal accountability, and a
high-energy, friendly personality. He or she must be comfortable in a variety of work settings (home, office, and on
the road). This person must be highly organized, capable of prioritizing duties, effective at managing time and
communicating status effectively and reliably. The right person would take the initiative to pitch in wherever needed
and fulfilled with being a part of a team, regardless of what level it may be. This person must be a self- starter who will
complete daily duties with little to no supervision and few reminders.

Executive Assistant Essential Job Functions
• Provide administrative support for the Founder while on the road.
• Update calendars and coordinate appointments. Set up and coordinating the details of meetings, during trips.
• Translate and organize hand-drawn and hand-written structures, notes and tables and figures into a usable
electronic format for review and further editing.
• Support the booking of travel, dinner and entertainment and other associated planning.
• Office set up and preparation, including conference room set up, planning, cleanup, etc. at various
• Meal and snack preparation/planning for the Founder, as requested.
• Ordering supplies and other items, as requested.
• Strong interpersonal skills
• Local errands as needed.
• Other tasks, duties, and projects, as assigned.
• Support the management of the Founder’s personal affairs, including but not limited to:
caring for animals (dogs, horses) during trips.
• Provide support for party planning at Founder’s personal residences, vacation locations, boat, etc, as directed
by the COO.
• Work within internal administrative systems to ensure reliability, sensibility, efficiency, organization, and
effective time management.

Executive Assistant Requirements
• Excellent organization and time-management skills.
• Excellent verbal and written communication skills a must.
• Strong proofreading skills.
• Ability to work in a team environment, enthusiastic and proactive.
• Absolute precision and attention to detail. High quality control capability.
• Excellent administrative skill set, with a proven understanding of the requirements of the
administrative support function within a professional office environment and personal setting.
• Ability to adapt and remain flexible, re-prioritize and respond to changing demands in an environment where
little supervision will be provided at times.
• Basic mathematical skills (Excel spreadsheets).
• Strong research and reporting skills.
• Strong computer and electronics skills (iOS, Apple devices)
• Proficient in Microsoft Office programs. Ability to learn specific software. Training will be provided where
necessary. (OmniGraffle, Dropbox, Slack, and Clickup)
• Strong sense of professional integrity and intuitive ability to behave appropriately in a variety of
circumstances and situations.
• Willingness and ability to work in a variety of environments, including business office, home office, hotel
suites, boat, and vacation homes.
• Being resourceful is a MUST. Ability to think and work towards an outcome to resolve problems.
• Confidentiality is a MUST.
• Must be comfortable around dogs and horses.
• Bachelor’s Degree preferred or 5 years related administrative experience, preferably in an entrepreneurial
• Ability to regularly lift up to 15 lbs and move up to 25 lbs – occasionally up to 50 lbs – and to regularly sit
and stand for long periods of time, occasionally climbing, balancing, stopping, crouching, crawling.

We are proud to be an Equal Opportunity Employers and take pride in maintaining a diverse environment. We do not discriminate
in recruitment, hiring, training, promotion, or any other employment practices for reasons of race, color, religion, gender, national
origin, age, sexual orientation, marital or veteran status, disability, or any other legally protected status.

To apply for this job email your details to kcarbone@jobs-staff.com

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