Executive Assistant/Office Manager

Full job description

We are a small but locally recognized, Christian-based, life/business coaching organization seeking a highly organized (and to be honest, a super fun!) Executive Assistant/Personal Anticipator to help us take things to the next level...

Us (In a Nutshell): We’ve been in business since 2012. Our clients are mainly high-level real estate entrepreneurs working on getting their lives organized and building an investment portfolio. We provide the Amazing Life and business coaching, second to none, and our clients love us to death! We offer group coaching, individualized coaching, training material, live events, and support.

You (In a Nutshell): This position will be an Executive Assistant (right-hand) reporting directly to the owner of the company, working mostly from home, preferably within the St. Charles, MO area.

Tasks include (and are not limited to):

• Office operations

• Project management/coordination

• Expense Tracking/File Management

• Event Coordination/Contract Negotiations

• Updating Databases

• Answering Emails

• Payment Collection and processing

• Scheduling Appointments

• Follow up on tasks and ideas

• Updating our website with new training materials, coaching calls, etc…

• Build the mousetrap even better (so to speak)

• Coordination with other teammates within the company

• Professional “anticipator” of problems and overcoming them

Hours can be flexible and would will typically be roughly 15+/- hours per week M-F, depending on your efficiency. When we do live events and coaching retreats, work hours will increase in preparation for and during those times. The owner of the company is more interested in results than numbers of hours on the clock, therefore, once we have a relationship and trust established, you’ll be given more and more freedom and flexibility with your schedule.

Are You and This Job a Perfect Match? Let’s Play the Compatibility Test!

Hmmmm… Well very possibly if this sounds like you…

You agree – It’s cool to work in a local biz and being involved in helping it grow.

You can take an idea or project and run with it – You’re a self-starter, and the idea of getting assigned a project and making it happen thrills you to pieces.

You’re self-reliant – You thrive on diligent work and follow instructions well, but also can self- manage much of your own organizational activity, workload and time.

You have (and enjoy) the ability to learn on your own – You can find solutions to challenges without needing someone to show you the steps necessary to get there. You like to be given a goal with little direction on how to pull it off.

You’re incredibly proactive – You aren’t the type of person that just sits around and waits for assignments. You see things that need improvement or action and then you act!

You’re an action taker and a finisher – You are great at following-up and following-through to the end of a project or task, without needing someone to check in or watch over your shoulder. No balls get dropped with you around.

You’re an admin ninja – No administrative task is too large or too small for you. Bring it!

You’re conscientious – You are naturally mindful (even anal-retentive) about the details, and yet really like things to be done right without having to be so perfect that it never gets finished. Your motto is “done is the new perfect.”

You’re a “checklist person” – You keep track of what you do and how you do it, and tend to be very precise, structured and systematic in how you think and do things.

You’re not a Debbie Downer – You’re fun, energetic, positive, a skilled listener, and naturally play well with others as you will be interacting with customers and our teammates.

If this sounds like you, then keep reading and read carefully…

What Will Our Incredibly Awesome Executive Assistant Do?

You will perform administrative duties personally for the owner, and anything else he feels might be needed within the organization. At various times, your job will encompass making & returning calls, managing appointments and calendars, booking travel, customer/client interactions, researching solutions to problems, meeting and event arrangements, troubleshooting, problem-solving, managing specific projects, and whatever the heck else we need help with.

Simply put, we’re a team, and since we’re are here to provide to our customers the best coaching possible, we write many of the rules as we go. This means you must have the willingness and flexibility to take on other/additional job responsibilities as needed, including assisting the owner with both business and sometimes including personal matters.

Skills Needed?

In addition to what’s already been mentioned, you need to:

• Know your way around a computer, the internet and using software in general, and type reasonably fast. (Mac preferred)

• Be extremely organized, with special attention to detail, follow-up, and follow-through.

• Be able to adapt and learn new things quickly, thoroughly, and in detail.

• Know how to Google anything and everything.

• Have interpersonal skills, and are comfortable talking to and dealing with people – via phone, email, courier pigeon, Morse code or whatever.

• Have project coordination experience. If you are given a big administrative project, you need to know how to get it done in a timely fashion and follow up with multiple people to get it accomplished.