EXECUTIVE ASSISTANT NEEDED // CALABASAS, CA
This person would essentially be the Chief Brand Officer go to for everything from calendars and emailing, setting meetings etc., helping out on photoshoots, social media posts, etc. all the way up to learning elements of the business, so that they can support on email responses, following up with team members to make sure jobs are done etc. The candidate needs to be a great all-rounder, proactive, with social media and digital experience (important that they have worked on social media accounts, not just their own personal,) and with a "no job is too small or too big" type attitude.
Ideally, the candidate has supported people in similar high-level roles in marketing, digital, brand, celebrity, ecommerce etc. Hoping we can find some great candidates this week and start doing Zoom interviews next week
Salary: $75k
Hours: I like someone who is up when I'm up. I start work before 7 and like a morning check in. There are no set hours. But an early riser.
Personality: Upbeat and positive, can do attitude. Proactivity is key, as is ability to problem solve.
Years of experience: at least 2-3 years.
Additional: Must live in LA and have a car.
The Chief Brand Officer will be going on maternity leave in August, and while it's impossible for her to ever "check out" because she’s a complete workaholic and it's just not in her nature, this person will be a huge help in those times when she is unavailable, as well as a huge help for keeping her informed on what needs to be done on her end, and what can be filtered through to other team members. They will need to stay on top of people to ensure things get done.
- Read and respond to emails
- Frequent check ins with CBO
- Social Media posting on some family and some brand accounts
- Must be trustworthy and respect confidentiality
- Create calendars and schedules and keep CBO informed on daily updates
- communicate with assistants and be the “go to”
- manage information flow
- oversee her dropbox and save any and all relevant files
- have all social media and download app - so if someone needs a video from someone else’s account they know how to download and send it over from their phone (quick repost)
- helping out on photoshoots
- assist social media manager with a range of projects
- Personal support: bill paying, running errands, booking appointments, etc.
- Approving invoices
- Odd errands - picking things up, dropping things off
- must have car, must live in LA area and commuting must not be an issue
- Attend all meetings (Zoom, call, in person) with and occasionally for Jen and take notes
- All calendar management - adding to and editing daily, making sure all key dates are on it, from family birthdays to product launches to random “National Sunscreen Day” or “National Nurses Day”
- Managing CBO inbox - what can be read and deleted, what needs attention, leaving anything unread that requires attention - we can work on the proper flow
- Coordinating all calls and meetings
- Keeping CBO updated on everything that’s going on that I need to know: Is it someone’s birthday tomorrow and we need to find 10 images for the brand to post on social channels.
- Identify any action items from meetings that require CBO’s feedback
- Alert CBO of meetings in the morning, 30 mins before and 5 mins before - providing all relevant information - Research - for example CBO might say Shopify are launching a new marketplace platform I need to know what it is in a nutshell with screengrabs, in the next 30 mins
- social media posting for some family members or brands
- Recruitment assistant - working with agencies, looking in LinkedIn, press screening candidates for other positions
- Work with the social team and the assistants. Do 12 shades need to be approved by 6pm on Wednesday? Make sure it gets done and then tell me when it’s done.
- Creating and maintaining address book
- Managing and organizing password documents - loading all passwords into my phone
- Middle man between me, the brand, team. So, if the CEO texts me saying “I need a photoshoot with Brandon on Tuesday, I’ll screenshot that, send it to this person and she needs to coordinate with CEO’s assistant, get product for her shoot etc.
During maternity leave
- People may go to this person before going to CBO. This person will need to effectively sort through any things that arose and the determine what needs CBO’s attention and when
- Act as gatekeeper. Ensure CBO involvement in project or decision-making processes takes place at key times, where CBO’s input and authority are most needed. Determine what is urgent and what others can handle.
Please email resumes with references to hello@staffingbysabri.com