Personal/Executive Assistant for Bold and Connected Coaching Company

Job Posted: 07.09.2021 22:23:27

Self Expressed Voice, Inc is hiring a part time, mostly in-person executive office assistant for 6-10 hours per week. Seeking a creative, personal growth-oriented individual who is fast, efficient, and a self-starter. Must be available during weekdays, especially Monday mornings, and must live within 10 miles of Santa Monica, California, with reliable transportation. Live event production experience preferred but not required. Must be able to lift 35 lbs.

Self Expressed Voice Inc. (SEV) is a coaching business that exists to empower those who are empowering human consciousness and self-awareness. Clients are typically business and creative leaders who need to empower themselves and those around them to do their job. We promote self-care and life balance with clients, and support our team to walk the talk. SEV operates as a horizontal organization, meaning few, or no, levels of middle management between staff and executive. In this structure each member is empowered in their job to make decisions and “be the CEO of their area”. Your voice matters; communicating with integrity and listening with open curiosity are a focus in the working environment. Questions are welcomed and honest communication is the norm. Teamwork is the way here, and we are hands on in celebrating and supporting all of our staff to be their best self; that is how we stay on brand! If you want to grow while working alongside other inspiring, creative people who are making a difference, we want to hear from you.

Qualities of the Rockstar Assistant we seek:

Resourceful – Life always seems to throw unplanned challenges our way…being ready to take on these challenges with creativity and poise is important as an assistant.

Detail-oriented – Remember nuances of the task at hand and being able to spot a problem before it even happens.

Able to Multitask – Juggle all the tasks at hand in a fast paced world. Being able to prioritize what is most important first.

Preparedness – Be ready for anything that could happen. No day is ever the same.

Optimistic – A good attitude and maintaining focus, despite any chaos.

Organized – You know where to find that one piece of paper or computer doc that we talked about 3 months ago in a minute or less.

Dependable and responsible – Impeccable with your word and showing up when you say you will.

Growth mindset- Have the ability to take feedback without taking it personally with the attitude of improving from the integration of the feedback.

Great communication- Be able to speak up with useful, needed information, be able to ask questions if you don’t understand something or see if something can be made more efficient, do not avoid conflict, but of course don’t go looking for it either.

Be action oriented- take on responsibility for problem solving versus waiting for someone to finish the job. If you have an idea, get it out and lets test it out.

Fun! – we are all about celebrating life and having fun, we are looking for like-minded others.

Responsibilities
Checking in on each shift to go over tasks for the day.
Making calls, responding to emails, tracking communications, and being ready with updates and reminders.
Running errands, ordering supplies, keeping inventory, processing returns.
Scheduling appointments, maintaining an events calendar, and sending reminders.
Note taking, copying, scanning, and filing documents.
Entering data, maintaining databases, and keeping records.
Research projects.
Researching, planning and booking travel arrangements.
Reporting to management and performing secretarial and administrative duties.
Preparing venue spaces for scheduled events.
Hosting and facilitating events, being the face of SEV and assisting in marketing and networking.
Observing best business practices and etiquette, despite the often more casual work environment.

Requirements
Solid transportation – a vehicle of your own.
A working phone and computer.
Advanced typing, note-taking, recordkeeping, and organizational skills.
Excellent written and verbal communication skills. Assertive when needed to make phone calls.
Strong Administrative skills: organization, time management, technology, problem solving, communication.
Proficiency in appointment scheduling using Google Calendar, Calendly, etc.
Experience in creating documents and spreadsheets (Word, Excel, and PowerPoint, or similar).
Working knowledge of printers, copiers, scanners, and fax machines.
Customer service skills and negotiation skills, being kind but strong.
Be respectful of the work environment as if it were your own home.

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