Executive Assistant

ART2LIFE EXECUTIVE ASSISTANT
January 5, 2024

F U L L T I M E P O S I T I O N

COMPANY OVERVIEW

Art2life is a company that aims to inspire people to discover and ignite their art with a new approach to creativity and life. Art2Life is based in Sausalito, CA. Our primary educational offerings are destination creativity workshops, online programs, and subscription-based memberships. In addition, we produce a weekly Vlog and the Art2Life Podcast. In addition, Nicholas Wilton, the Founder, is a practicing fine artist.

We’re looking for an outstanding, world-class, full-time Executive Assistant to join our team of A Players to support our Founder, Nicholas Wilton. This position suits problem solvers, risk-tolerant and growth-oriented creatives.

POSITION OVERVIEW

The EA position is full-time within our 18-person organization, reporting exclusively to the Founder, Nicholas Wilton.

For this role, you’ll need to live in or near Sausalito, CA., and be willing to work in our co-working space in Sausalito 3-5 days per week and have the ability to work from home 1-2 days per week. Typical hours for this role are 9 am-5 pm, Monday-Friday; occasionally, there is a need to work additional hours on evenings and weekends during a launch or other events throughout the year.

MISSION

The mission of the Executive Assistant is to stay five steps ahead of the Founder, tracking all of the administrative details and clearing the path for him to make his most significant contribution to our business. The Executive Assistant will be a crucial asset by anticipating needs at an exceptionally high level, allowing the Founder to develop a vision and strategy for all aspects of Art2Life so that we can reach our revenue, profitability, and mission goals.

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the Founder’s needs and the needs of the business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are complete with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity to support the initiatives of the Founder.

RESPONSIBILITIES
The Executive Assistant will have the following:

Primary Responsibilities:

• Meeting management, including preparing agendas, printing financial reports, taking notes, distributing action items, and occasionally taking a meeting for the Founder.

• Communicating on the Founder’s behalf both internally and externally

• Email management on behalf of the Founder and within the inbox

• Groove app to assign emails to team members as needed

• Running errands and attending in-person meetings multiple times per week

• Checking the incoming email several times weekly, responding to and processing email.

• Complex calendar management and scheduling (both personally and professionally) for the Founder. This includes creating a daily schedule for the Founder.

• Varying personal and professional administrative tasks including, but not limited to, booking appointments, arranging catering, hotel and retreat booking, research projects, outreach to business colleagues, coordinating air travel, ordering gifts/flowers, etc.

• Light project management and bill tracking and payable duties• Occasional traveling and assisting with week-long destination workshops in the US and abroad

PROFICIENCIES

Quality Communication: The EA must be an excellent communicator in written and oral forms, including proficiency in spelling, grammar, and punctuation. This role also includes taking a large amount of information and regularly summarizing it quickly, both in writing and oral form. You must also be able to track communication (and be very responsive) across multiple channels without losing details. Those channels could include in-person meetings, virtual video calls, Slack messages, text messages, and/or emails.

High Level of Discretion: Since our EA will regularly work with confidential information, discretion and sensitivity regarding company information is a must.

Team Player: Besides working directly with the Founder, the EA will also work with members of the Art2Life team. They must collaborate, communicate well with these team members, and maintain a can-do spirit.

Enjoys Interacting and Connecting with People: Besides the Art2Life team, many artists are in our Art2Life community. There will often be in-person and online events that require connecting and helping others.

Anticipating Needs: As a part of our commitment to enabling the Founder to serve our company and customers at the top of his game, our EA will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead of the Founder, clearing the path for him to make his most outstanding contribution.

Affinity for Technology: Our Executive Assistant will be a technologically savvy Mac user and will not be intimidated by learning new technology.

Proficiency in the Following Tech Platforms
Slack, Zoom, Google Suite, Asana, Microsoft Office Suite, and Groove.
Additional tech platforms used by Art2Life are Keap, Lead Pages, WordPress, and SamCart.

Proficiency in the Following Social Platforms:
Pinterest, Instagram, YouTube, Facebook, and TikTok

REQUIREMENTS:
Education: Bachelor’s degree preferred.
Experience: 2-5 years supporting C-suite executive(s).
Physical: Ability to bend, reach, and lift boxes and office supplies to 30 lbs.
Job Type: Full-Time, Salaried

Job Type: Full-time

Pay: $71,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person