Executive Personal Assistant

COMPANY OVERVIEW

AdVance Leadership is a leadership development organization based in Knoxville, Tennessee, that cultivates the leaders and teams that companies need to succeed. Husband and wife team, Garland and Dorothy Vance, founded AdVance in 2017. They speak, write, coach, and consult with companies of 1,000 or more employees all over the United States.

POSITION OVERVIEW

• Based in West Knoxville or Lenoir City, Tennessee
• Supports Founders both personally and professionally.
• Starts part-time, starting at 10 hours, with the intention of growing into a full-time role.
• Proactive in anticipating and handling the needs of the Founders
• Detail-oriented
• Highly organized
• Excels in communication skills, proficient in both written and spoken English

MISSION

The mission of the Executive Personal Assistant (EPA) is to stay ahead of the founders, tracking all of the administrative details, and clearing the path for them to make their greatest contribution to the business. The EPA will be a key asset to the business. This person will anticipate and take care of needs, freeing the Founders to concentrate on creating and delivering content, building relationships with clients and prospects, and growing the business.

PRIMARY RESPONSIBILITIES

The Executive Assistant will have the following primary responsibilities:

Complex Calendar Management both professionally and personally

• Manages all appointments and meetings
• Foresees what needs to be done and takes action
• Protects the schedules of the Founders

Email Management both professionally and personally

• Processes and filters all email
• Creates and sends emails on behalf of the Founders

Travel Arrangements both professionally and personally

• Makes and manages all travel arrangements, including flights, hotels, car rentals, reservations, etc.
• Works with business clients to arrange travel plans
• Communicates travel plans to Founders

Execution of repeated systems and processes:

• Invoicing
• Updating receipts for bookkeepers
• Creating and sending proposals

As the role expands, other responsibilities may grow to include:

• Creates and maintains a cloud-based system(s) to manage all the files and information both personal and professional
• Oversees the CRM and all the next actions for each potential and current client
• Manages the tasks and information for all personal and professional projects

PROFICIENCIES

Proactive in Anticipating and Handling Needs:

• The EPA should look ahead at calendars, projects, and upcoming tasks and take steps without being asked.
• The EPA should clear the path for the Founders to make their greatest contributions.

Detail-Oriented:

• The EPA must be highly detailed and accurate.
• This person will manage large amounts of information for the Founders, who are not detail oriented.
• This person will be responsible for “catching” the details that the Founders will inevitably miss.

Highly Organized:

• The EPA will need to develop a system for organizing and quickly accessing information for personal and professional projects.
• This organization will include client information, details for contracts, as well as email and calendar management.

Quality Communication:

• The EPA must be an excellent communicator in both written and spoken form. This includes proficiency in spelling, grammar, and punctuation.
• This communication also includes the ability to take large amounts of information and summarize it quickly.
• The EPA must also track and respond to communications across multiple channels without losing any details. Those channels could include meetings, virtual video calls, task management software, text messages, and emails.

Discreet: The EPA will be privy to personal and professional information that must be maintained in strict confidence.

REQUIREMENTS

Education: Bachelor’s degree, preferred

Experience: previous work with entrepreneurs or Executive leaders, preferred

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 8 – 15 per week

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday
• No nights
• No weekends

Work Location: In person