Executive Assistant To Wedding Venue Owner

Executive Assistant to the Founder/CEO (part-time)

Summary
We are seeking a highly organized, efficient, and proactive Executive Administrative Assistant to support the Chief Executive Officer (CEO) of Lazy S Hacienda, Wedding and Event Venue. As the right-hand person to the CEO, you will play a crucial role in ensuring smooth internal operations and handling various administrative tasks that contribute to the performance of our CEO and overall success of Lazy S Hacienda. This position is part-time and mostly remote (although requires some onsite presence at our location and running errands in the local area).

Key Responsibilities:

• Calendar and Schedule Management: Maintain the CEO's calendar, schedule appointments, and coordinate meetings, both internally and externally. Ensure the CEO's time is optimized and handle any scheduling conflicts that may arise.
• Example: Schedule and organize a weekly team meeting for the CEO, involving key department heads.
• Example: Monitor and follow up on action items from meetings and commitments made by the CEO, ensuring deadlines are met and tasks are completed.

• Communication and Correspondence: Manage all incoming and outgoing communications, including emails, phone calls, and written correspondence. Respond on behalf of the CEO when necessary and handle inquiries with professionalism and efficiency.
• Example: Review and prioritize incoming emails, asking questions & drafting responses for routine inquiries on behalf of the CEO.
• Example: send CEO a daily dossier of follow up tasks from her inbox
• Example: Summarize important information and present it in a concise format for the CEO's quick review.
• Flag and bring urgent matters to the CEO's attention promptly.

• Event Coordination Support: Collaborate with the event planning team to assist in the coordination and preparation of weddings and other events. Support in arranging meetings with clients, vendors, and partners as required.
• Example: Research food trucks for JH dance
• Example: Ordering and picking up items needed for event set up
• Example: Collaborate with the event planning team to create a checklist for upcoming weddings, ensuring all necessary details are accounted for, such as floral arrangements, catering preferences, and audiovisual requirements.

• Document and Presentation Preparation: Prepare and edit various documents, reports, presentations, and proposals as directed by the CEO. Maintain a high level of accuracy and attention to detail in all tasks.
• Example: Update tour tracker and follow up with clients in order to get a Yes, No or Maybe
• Example: Data Entry and Database Management: Input and update relevant information in databases, ensuring accuracy and completeness of records.

• Travel Arrangements: Organize travel logistics for the CEO, including booking flights, accommodation, ground transportation, and preparing travel itineraries.
• Example: Coordinate a business trip for the CEO to visit potential event venues, including booking flights, securing accommodations, and arranging site visits with venue managers.
• Example: Provide a detailed travel itinerary, including meeting schedules, to ensure a smooth travel experience.
• Example: Anticipate and address any potential issues that may arise during the trip and provide contingency plans.

• Meeting Support: Arrange and prepare materials for meetings, take meeting minutes, and follow up on action items to ensure timely completion.
• Prepare a detailed agenda for an upcoming meeting, gather relevant materials, and ensure all necessary stakeholders are informed and prepared for the discussion.
• Example: Attend the meeting to provide administrative support, take minutes, and assist with any follow-up actions.

• Office Management: Oversee the smooth operation of the CEO's office, including ordering supplies, managing equipment, and maintaining a clean and organized workspace.
• Example: Create a small to-do list for anything that the CEO needs to do (I.e., Pay Vendors)
• Example: Regularly review supplies and place orders to replenish stock, ensuring the CEO has everything needed for day-to-day operations.
• Example: Schedule regular maintenance for office equipment, such as printers and computers.

• Confidentiality: Handle sensitive and confidential information with utmost discretion, maintaining the highest level of confidentiality at all times.
• Example: Handle sensitive client information securely, especially when discussing upcoming high-profile events, ensuring all data is protected and shared only with authorized individuals.
• Example: Limit access to sensitive information, distributing materials only to authorized attendees.

• Miscellaneous Support: Provide support to the CEO in various ad-hoc tasks, projects, and special assignments as needed.
• Example: Assist the CEO in creating a presentation for a local business association, summarizing the event venue's unique offerings and services.
• Example: Take the lead on a special project assigned by the CEO, coordinating efforts across different departments.

Compensation:
Hourly Rate: $17 (part-time hours)

Potential for quarterly bonuses based on individual and venue performance

Working at Lazy S Hacienda provides a unique and exciting opportunity to be a part of a thriving and innovative business that celebrates joyous occasions. If you have a passion for event planning, administrative excellence, and a desire to work closely with the CEO, we encourage you to apply.

LOTS OF GROWTH & EARNING POTENTIAL FOR THE RIGHT CANDIDATE!

Job Types: Part-time, Contract

Pay: From $17.00 per hour

Expected hours: 15 – 25 per week

Benefits:

• Flexible schedule

Schedule:

• Weekends as needed

Work Location: Hybrid remote in Weatherford, TX 76087