Job Title: Executive/Personal Assistant
Job Location: Charlotte, NC (Lake Norman area)
Pay and Benefits: Based on experience
Job Type: contract to hire (part-time with opportunity to be full-time)
JOB DESCRIPTION:
The Michelle Chalfant Company (theadultchair.com) is looking for an executive/personal assistant for the CEO of The Michelle Chalfant Co.
Michelle is a licensed therapist, holistic life coach, author, speaker, podcaster and developer of The Adult Chair, a transformational model of self-realization that helps people across the globe discover who they are, become unstuck, improve their relationships and develop self-love.
You must be located in the Lake Norman/Charlotte, NC area to apply for this role. You must be available to travel periodically.
This is a contract to hire position. You’ll work from my home office 2-3 days per week and remote for the rest of the time.
Here’s what I’m looking for in my right hand person:
I’m looking for the Yin to my Yang. So, you’ll complement my natural strengths, not mimic them—we can’t be identical otherwise this won’t work. 🙂
- You have experience supporting a visionary CEO, busy executive, and/or thought leader (author, speaker and/or media personality).
- You are a self-starter. You know how to get things done and done in the most efficient way.
- You are a big picture thinker and always two steps ahead.
- You are BEYOND detail-oriented, have strong organizational and project management skills.
- You are a strong communicator – clear, concise and professional and express yourself in person and over email.
- You understand directions the first time, listen closely to feedback and use context clues to proactively drive future work.
- When work priorities shift, you can switch gears and adapt quickly.
- You have a knack for both building on existing processes and building “from the ground up”.
- You are positive and optimistic. You show up with light and love and you know everyone is doing the best they can.You take pride in helping the team be successful.
- You have a passion for the self-help industry and are an avid note taker.
What your day will look like:
- Assist me in organizing my schedule, preparing me for meetings and being my right hand for all tasks needed.
- Create and own a system of reminders/schedule for me through our project management system and company calendar.
- Manage my calendar and send weekly overviews and daily briefs to me.
- Manage my inboxes inboxes: personal and customer facing and replying when necessary.
- Smaller tasks requested as needed: running shipments to UPS, ordering merchandise, scouting workshop locations, etc.
- Minimal travel required (two workshops a year, and one in-person training a year currently – all expenses covered).
- Work from my home office 2 – 3 days a week organizing my notes, uploading, organizing and cleaning out my files and managing my google folders and more.
EXAMPLE PROJECTS:
PERSONAL ASSISTANT TASKS
- You’ll research top contractors for home projects and be at the home to ensure everything is running smoothly and projects are getting done correctly and on time.
- Make all UPS, FedEx and USPS runs.
- Handle all Amazon and in-store returns.
VIDEO/PODCAST RECORDING
- You will schedule and be the point of contact for all interviews.
- You’ll send reminder emails and make sure everything is set up and ready to go the day of recording.
- You’ll ensure the recordings get to the editor and that all next steps are lined up, time stamping anything needed for production.
BRAINSTORMING & WRITING
- You’ll keep track and organize all of my notes by category and platform.
- You’ll join me on a lot of brainstorming sessions to flesh ideas out, voice record and take notes as I bounce concepts back & forth with my COO.
- You’ll coordinate scheduling with potential editors, book agents, publishing houses and our PR team to ensure we stay on deadline.
MANAGE MY EMAIL INBOX
- The goal is for me to spend no time in my inbox. You’ll learn the types of emails coming in, how I respond to them, and you’ll become the first point of contact for every incoming email and will know how to respond in my place.
- I currently have labels/tags assigned to the most common types of emails in my inbox. As emails come in you’ll ensure that I achieve “inbox zero” everyday by 10am ET and again at 5pm ET.
- You’ll continue to identify trends & categories in my inbox and create categories/tags/organization and unsubscribe to unnecessary newsletters.
- You’ll ask me a series of questions to uncover how I use my inbox and set up systems so it’s automatically organized and remains decluttered.
MANAGE & OPTIMIZE CALENDAR
- You’ll ask me what my ideal day, week, month, & year look like and you’ll set up my calendar to reflect the ideal week
- You’ll set up my Google Calendar and calend.ly to reflect my availability for each type of event so when I get requests for social gatherings, interviews, calls, etc. you know where to put them on the calendar without them being disruptive to my focus.
- You’ll add agenda items to all of my meetings so I am prepared well in advance.
TRAVELING
- When I travel for speaking engagements or events (around 3 to 5 per year, maybe more with PR and book tours), you’ll come with me
- You’ll book our travel and hotel arrangements
- You’ll book and manage local makeup artists, photographers, & videographers for each destination
PROJECT MANAGEMENT
- You’ll manage the most challenging project in our business: Me. 🙂
- You’ll set daily quick check-in meetings to review our priorities for the day to ensure I’m on track to meet goals and complete pending tasks
- If you see one of my tasks has not been completed that day, you’ll put it on my calendar. If it’s not my calendar, it doesn’t exist.
AUTOMATE & SYSTEMATIZE EVERYTHING
- You will work towards setting any recurring task on autopilot
- You will work on clearing as many repeatable items off your plate with as much vigor as getting them off mine
- You will create as much predictability and stability in my schedule & to dos, so I’m freed up to dream, imagine, and create at my highest level and so you can do the same
QUALIFICATIONS:
- 5+ years experience in assisting executives and/or entrepreneurs
- Passionate about the self-help industry.
- Strong organizational, communication and project management skills, with the ability to remain agile
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- Ability to plan, manage, and execute with minimal oversight/supervision, but have situational awareness to know when to seek approvals and when sound judgement should be used
- Skilled in Google Drive, Dropbox and Zoom.
Equal Opportunity Employer.
If interested, please fill out the application here (including uploading your resume and cover letter): Executive/Personal Assistant Application
