Executive Personal Assistant

EXECUTIVE PERSONAL ASSISTANT

In this role, you’re the right hand superperson to the Founder and your contribution to their life and business allows them to run their company more effectively and have a bigger impact in the world while finding time to still prioritize their family and personal life.

At Business of Therapy, we believe that people receive the best care when their therapists are able to live their best lives, with the confidence to show up authentically, free from financial stress and burnout. Business of Therapy offers a wide-range of services to support therapists in starting and growing their own private practices. Current programs include: free webinars and educational content, a membership, self-paced course, business coaching, brand partnerships, and speaking engagement.

Business of Therapy is a rapidly scaling company, generating $50k+ in sales per month and serving a high number of customers. The Executive Personal Assistant will assist both the Founder and Operations Manager with administrative tasks to help the business run smoothly and efficiently. This is a great flexible work from home opportunity.

THIS JOB DONE WELL LOOKS LIKE

Taking initiative and anticipating needs before they’re even communicated.

Never sitting on your hands with a low workload. Recognizing that delegating takes time and effort, so making a conscious effort to seek out tasks and manage your own workload.

Making sure that things never need to be repeated, i.e. if you’re sent a task, make sure that the work you did is documented, so that if you’re asked to do a task again you will know what will need to be repeated, documented, and assigned.

Effective and efficient communication: instead of multiple texts, emails, calls and messages throughout the day, questions and updates will be combined (along with all relevant information) for the Founder or Operations Manager to reply to in an easy format. Respecting time and day boundaries, making sure that you ask questions well ahead of time, not leaving things last minute.

Requiring zero follow-up from the Founder or Operations Manager - if you’re asked to do a task and you know it’s going to take longer than a day or two, make sure the task is added into your task management system and regular updates are given so the team knows that you’re on top of it and doesn’t need to ask.

Having a strong attention to detail, so that the Operations Manager and Founder don’t need to provide Quality Assurance or ask for more information.

Overall, making the Founder's day, weeks and months easier because you’re on top of yours and their workload, you communicate effectively, you don’t add extra tasks to their plate and you are continuously seeking out learning opportunities so you can continue to expand your job role, responsibilities and knowledge.

JOB DESCRIPTIONThis role requires support in three different areas: administrative, executive, and personal. This position will report to both the Operations Manager, for administrative tasks and the Founder, for executive and personal support.

Administrative Support

Admin and ReportingPrepare agendas, attend meetings, and transcribe correspondence where necessary. If the Founder has assigned, or is awaiting a response or deliverable after a meeting, make sure to follow-up and make sure it’s completed. If the Founder is assigned something during a meeting, make sure it’s added into their task management system.Assist in file and task organization via Google Drive and Basecamp. Make sure filing is always up to date and tidy.Light design work in Canva for social media posts and training material.Edit course material and upload as needed. Basic website updates and scheduling blogs in SquarespaceInitial creation of documents that the Founder can use to build on in order to finalize.Conduct ad-hoc research when necessary and present findings in a clear format. Keep this research tidy in organized files.Supporting the Founder in sales admin for sending links and emails to new clients and following up when necessary.Provide clear communication about what’s on your agenda in Basecamp daily, with updates at the beginning and end of each day.Assist, support and lead on special projects, as needed

ReportingData input as needed. Prepare reports and send them to the Operations Manager and Founder on a frequent basis.In addition to sending relevant company reports, you’ll also be expected to send a quick report at the end of each week, detailing where you are at with projects, any questions/blockers you have, and what’s upcoming.

Customer Service Be the primary point of contact for all client and customer needs and inquiries.This includes onboarding new clients, offboarding clients, reminder emails, program access, and all associated tasks. Respond to customer support inquiries and assist with billing questions and cancellations. Respond to messages in a timely manner, prioritizing the customer experience.Gift-giving and planning for new client gifts, resigns, and holiday gifts to be sent.

Executive Support

Gatekeeper RoleProvide a "gatekeeper" and "gateway" role, managing the Founder’s inbox. Providing a bridge for smooth communication between the Founder and outside parties, demonstrating leadership to maintain credibility, trust, and support.You’re able to answer questions independently and quickly assess how to escalate the situation to the Operations Manager or Founder when needed.You provide gatekeeping duties in regards to taking initial screening phone calls or meetings when necessary.

Calendar + CommunicationAssist in the management and organization of the Founder’s calendar by scheduling appointments, meetings, engagements, and daily activities. Make sure that appointments are scheduled in accordance with Founders preference of days, meeting lengths and maximum meeting hours. Making sure the calendar is color coded and organized/titled appropriately with all necessary details.Proactively review the Founder’s calendar to make sure that the upcoming week/month will run smoothly and there are no scheduling conflicts. This job done well will look like scheduling the Founder’s calendar in the exact way they’d schedule it themselves.Clearing and rescheduling the calendar when necessary.Managing our client communications around scheduling, appointments, reschedules and being familiar with our client platform.Assist in other communications, including written, telephone and voicemail messages, as well as screening, taking team member calls, or hosting meetings.

Social Media and Email MarketingMaintain a content bank with existing content from @sitwithkelly and @businessoftherapy Instagram accounts. Utilize the content bank to plan and schedule Instagram posts. Management of DMs and support with commenting as needed Posting and/or scheduling social media posts where necessarySetting up basic Many Chat automations as neededFinding relevant ideas and opportunities to support us in staying relevant and innovative on social mediaLight copywriting as needed to repurpose content across platformsSchedule and format all emails in ConvertKit platform, with appropriate tags, links, and trackingEnsuring Founder has time blocked for photoshoots, b-roll days, and video creation and attending or organizing these days, as needed.

Travel and EventsManage and coordinate travel for both business (and occasionally personal arrangements). Think through end-to-end details (including but not limited to check-in, frequent flier/TSA precheck numbers, reservations, calendar clearing/rescheduling, transfers, petcare, childcare, glam, appointments, packing) for the trip and ensure that the Founder has everything they need ahead of time.Coordinate in-person meetings and hosting of both personal and business events, as needed. This includes all organization of the event ahead of time, management during the event, organizing and managing vendors to support the event and ensuring clean up of the event.Where necessary, you may be asked to travel with the Founder on business trips and provide in person assistance for the duration of the trip.

RelationshipsMaintaining important business and personal relationships through making sure communication is timely and important events are remembered.Sending flowers, gifts and cards where necessary. Gift ordering, wrapping & card writing. A job well done here includes thinking ahead of who the Founder may want to send thank you notes or gifts to, and continuously making note of preferences, budgets and messaging.

Personal Support

Ordering and returnsSupport with personal orders needed and/or management of returnConduct research on various requests, such as product recommendationsRun errands as needed

Staff ManagementCoordinate and manage vendors and contractors at residence. Schedule routine maintenance. For example, if housekeeper is unavailable, scheduling a replacement service as needed

Appointments Scheduling personal appointments and management of recurring appointments and reminders when they need to be scheduledEnsuring appointments fit seamlessly into Founder’s calendar DESIRED QUALITIES:Detail oriented, quick learner, and self-starterStrong project management skillsProactively identifies problems or areas of improvement and suggests solutionsStrong communicatorAn aesthetic eyeFamiliarity preferred with: Dubsado, ConvertKit, Zapier, WebinarKit, Squarespace, Canva, Teachable, Google Analytics, Airtable, Basecamp, and ManyChat

SCHEDULE

40 working hours per week, Monday-Friday.

The following schedule is open to change based on workload per week.

Most work is entirely remote, however, there may be times for occasional events where you will be required to work in person.

Unlimited paid time off.

SALARY Salary range is $55,000 - $65,000 based on experience. The position also includes a monthly $350 healthcare stipend, to be used at your discretion.