TITLE: Chief Rock Star (Administrative and Personal Assistant to CEO)

 

SCOPE: Jan Spence & Associates is a speaking, training, coaching and consulting business dedicated to helping individuals and organizations take their companies to a new level. We help them hire the right people, develop a sales culture and provide ongoing reinforcement to measure ongoing growth. We live by traits of authenticity, integrity, over-and-above customer service, doing what we say we will do, and living by the Golden Rule.

 

PURPOSE: The Chief Rock Star will serve as the primary staff person, under the direction of the CEO, responsible for communicating, organizing, setting appointments, writing proposals, research, contracts and follow-through for planning events for prospects and clients. This
person may also handle travel details and some personal projects for the CEO.

 

SUMMARY: This is a long-term, work-from-home position. Professional speaker/training is looking for a “right-hand” person to be an extension of herself. The ideal candidate is comfortable handling prospects/clients, creatively crafting proposals for speaking engagements with flawless grammar, making outbound cold calls to set appointments, proven ability to creatively problem-solve, has forward thinking ideas to market and move the company forward, yet has no problem handling day-to-day administrative tasks. Must be extremely organized, yet able to adjust in a high-response environment without getting flustered. A system of follow-up is critical to make sure that information from prospects/clients/event organizers are received in a timely manner. Experience (ideally proficiency) with Google drive, CRM’s (Insightly), MailChimp, YouTube and Excel is extremely important.

 

POSITION DESCRIPTION: This person will start as part-time (approx. 20-28 hours/wk.) with the probability of moving to a full-time position quickly (if desired). We are seeking someone who wants to grow with the company over the long term. This person could eventually coordinate and manage a marketing staff person as well as one or more
salespeople. The right candidate will be a 1099 employee and thus has the flexibility for adjustable work hours. However, the ideal person has large windows of availability with few limitations in work hour restrictions (working several time zones, day & evening, possible
responses needed during the weekend). Individual works from home and must have a smart phone, reliable high-speed internet, laptop or PC and printer. Some meetings/prep/billing work would be done at CEO’s home office, so close proximity to the Beaches west area would be ideal. Otherwise, travel time on the part of the candidate must
be taken in to consideration. Reliable transportation important for possible running of errands/gathering supplies/attending events.

 

RESPONSIBILITIES:

• Training & Speaking Events: Handles, materials/props preparation, confirming logistics, tracking invoicing/expense deposits, communication with client, meeting deliverable deadlines. Also handles all post-event follow up, feedback compilation and setting phone appointments based on feedback requests.

• Data Management: Handle data transfer to CRM. Update CRM with new contacts regularly. Track speeches/training events.

• Research & Writing: Investigate various conferences, industries, “requests for speaker,” opportunities to determine if we are a fit to present at that conference. Responsible for “word-smithing” various speaking topics to fit the organization or conference theme/agenda. Set up a tracking system to follow-up with proposals once they have been submitted. Respond to media opportunities. This person must have excellent writing skills and enjoy writing and will be responsible for writing a weekly/monthly short blog post based on weekly video tips.

• Social Media & Web: Create, manage and schedule social media posts with input from CEO. Forward best photos and testimonials from events to webmaster to update website. Maintain a standard of excellence in branding for the organization.

• Administrative: Draft high-level response emails, keep client/prospect files up to date, handle and respond to CEO and client requests. Personal errands/ communication/appointments as needed. Execute, process and organize special projects as requested. Assist and handle details, responsibilities of CEO’s volunteer roles on boards. Research and coordinate online purchases for supplies/equipment.

• Online Profiles: Purchase and invite prospects to take online profile assessments and set up appointments for client profile reviews once completed. Keeping track of completed profiles, reminders to registrants downloading and compiling for printing/emailing is needed.

• Coaching: Set up monthly coaching calendar options and send out reminders the day before.

 

QUALIFICATIONS: The person must be highly detailed, have excellent grammar/writing/communication skills, have superior organization and follow-up skills, and be able to prioritize and multi-task in an often fast-response environment. This person must enjoy copywriting as it integral to many
of the required tasks. The ideal candidate must be able to function independently, complete tasks accurately and quickly without getting bogged down, and be comfortable with final decisions being made by CEO.

 

EXPERIENCE REQUIRED:
- Must be used to dealing with fast-paced Type A executives/owners
- Copywriting experience – ability to take a collection of thoughts and organize in to a coherent article, description, or notice.
- Organized with ability to handle multiple priorities at once - not flustered by a change of priorities, schedule or tasks at a moment’s notice, yet is able to prioritize
immediate needs and tasks recently assigned along with regularly expected duties.
- Extremely proficient in Microsoft Office (primarily Word, Excel, PowerPoint);
familiarity with Mac OS a plus (iMovie and Keynote) a plus; Google mail

- “Can-do”, proactive and positive whatever-it-takes attitude
- Thrives in working well under pressure and heavy deadlines; doesn’t let details fall
between the cracks
- Proven credibility through consistency and reliability
- Anticipates and notices needs (long-term and short-term) and acts to creatively address them

 

IDEAL CANDIDATE:
- Looking for someone to be an extension of the CEO i.e. read her mind, finish her
sentences, has the solution in mind before bringing up a problem
- Has proven experience in working as a personal assistant/administrative assistant to professional speaker or consultant
- Has ownership mentality and runs aspects of the business as an owner would
- Can think critically and be able to respond to speaking RFP’s by customizing the
speaker’s current topics to align with the organization’s culture, theme, audience
- Has experience in sales/telemarketing, cold-calling and customer service (this is a
plus and may be outsourced to another team member if needed)
- College degree preferred but not required
- Familiar with audio and video recording, downloading and editing a plus (this is a
plus and may be outsourced to another team member if needed)
- Ability to travel periodically as assistant to speaking/training engagements,
occasional educational conferences (not critical based on location0
- Welcomes feedback, enjoys learning and seeks to grow professionally and
personally. Is comfortable giving feedback and sharing opinions.
- Committed to building the company for short-term and long-term growth

 

BENEFITS: Investment in candidate’s professional growth through classes, training and workshops. Getting to work with a manager that works as hard as you do and enjoys sharing in the success of the company through recognition and compensation. 1099 employment status allows for flexibility of work hours. Compensation is generous plus bonuses and perks – contingent on experience. Potential to travel and attend conferences if desired (expenses paid). Joy in creating processes and being part of a growing company.

 

INQUIRIES: Send resume and cover letter telling me why you are THE Rock Star to info@janspence.com. Or apply on Indeed HERE!

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