Executive Manager | Home-based  

The Head Executive Assistant (HEA) will take full ownership for the execution of the duties handled by our Executive Assistants. You will lead our team of executive assistants, to abstract away the (important!) details of the family’s day-to-day lives. You will be responsible for leading and executing calendar, email, and contacts management; personal shopping; gifts and thoughtfulness; travel and accommodations; and ad hoc tasks.

Objectives:

Your personal mission is to empower Jonathan and Katherine (JK) to have 10x more impact in the decade ahead. More companies started, more jobs created, more relationships built, more friendships deepened.

You will help Jonathan and Katherine in these areas of their lives

• Work: Work productively, grow businesses, and create jobs for others
• Relationship: Spend quality time together 1-on-1
• Family: Care for and nurture their family
• Friends: Connect meaningfully with family and friends
• Health: Eat healthy meals, sleep well, exercise often, relax and restore
• Explore: Travel and see more of the beautiful world

Key Duties & Responsibilities:

• Team leader/project manager
  • You’ll lead our team of three EAs and you’ll have access to the entire team of EAs at Athena for all of your projects.
• Email and communications manager
  • You are the resident writing expert and master phone handler of the team.
  • You will manage the family’s inbox and help triage email communications.
  • You will draft email replies and quality control the drafts made by EAs for both business and personal
  • You will make calls and handle conversations on behalf of the family.
• Calendar Manager
  • You will help manage the family’s business and personal calendars with tact and thoughtfulness.
  • You will schedule personal appointments and set up important reminders.
• Connection builder
  • You will help build our business network and deepen our personal relationships.
• Contacts Manager
  • You will maintain and keep the family contact databases up to date.
  • You will ensure that bios are prepped before meetings so Jonathan and Katherine are familiar with the people they meet.
• Personal shopper and shipper
  • You will lead the team of EAs in making sure the family’s comfort is seen to by understanding their needs and facilitating decision-making when purchasing household items and supplies, personal care, office supplies, and other items
  • You will ensure all inbound and outbound mail and packages are properly handled.
• Gifts and thoughtfulness master
  • You will lead the team of EAs in helping the family express appreciation and care to their valued relationships through gifts and thoughtful gestures.
• Travel agent
  • The family’s home base is in Puerto Rico but they spend 6+ months elsewhere so there is lots of travel planning, hotel booking, flight optimization, car rental booking, etc. You will lead our team of EAs in executing, help ensure A+ quality, build systems, and take this completely off Jonathan and Katherine’s plates.
• Ad hoc task manager and Head Researcher
  • You will respond/delegate quickly and with good judgment to various inbound requests.
  • You will execute a wide variety of ad hoc administrative tasks which may include bills payment, data gathering, and internet research.
  • You will sift through information and present it to the family in a format that aids decision-making. Some of which can cover contract terms, deals research, and more complex data gathering.

Key Performance Indicators:

• Time: JK should spend time where it matters
  • Work (build existing businesses, start new ones)
  • Relationships (build new relationships, deepen existing ones)
  • Reduce time spent on EVERYTHING else :) (well, besides exercising, sleeping, and enjoying this beautiful world ;)
• Ease: World-class experiences and hassle-free living
  • The goal is to replicate the level of service and feeling created by the Four Season’s luxury hotel.
• Connections: Grow together and relate deeper
  • JK
  • Friends
  • New people & communities
  • Family

Working Conditions:

• Status: Independent Contractor
• Employment terms: Full-time, 30-40 hours per week
• Schedule: Mostly PH Graveyard hours with significant overlap in the family’s schedule

Perks and Benefits:

• Rate:
  • Hourly rate of $8-13 (net)
  • Annual rate increase
• Being part of an exclusive, high-caliber, and supportive community
• Access to playbooks that will help set you up for success in the role
• HMO subsidy on Day 1
• Cash bonuses that recognize great performance and contributions to business growth

Impeccable written and verbal communication skills

• At least three (3) years experience in leading a team and managing projects
• At least three (3) years experience in a role where the goal is to support high ranking public officials or business executives
• Preferably with remote work experience of at least two (2) years

Core Competencies:

• Foundational competencies
  • Instills trust - gaining the confidence and trust of others through honesty, integrity, and authenticity.
  • Communicates effectively - developing and delivering multi-mode communications that convey a clear understanding of the unique needs of different audiences.
  • Being resilient - rebounding from setbacks and adversity when facing difficult situations.
• Functional competencies
  • Customer focus - building strong customer relationships and delivering customer-centric solutions.
  • Decision quality - making good and timely decisions that keep the family affairs moving forward.
  • Drives results - consistently achieving results, even under tough circumstances.
  • Directs work - providing direction, delegating, and removing obstacles to get work done.
  • Resourcefulness - securing and deploying resources effectively and efficiently.
• Nice to haves
  • Manages ambiguity - operating effectively, even when things are not certain or the way forward is not clear.
  • Optimizes work processes - knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.

Technical Skills:

• Intermediate to advanced proficiency in Google calendars, Google Drive, docs, forms, and spreadsheets
• Intermediate to advanced proficiency in communication tools like Slack, WhatsApp, Signal
• Basic proficiency in Contacts management tools like Contactually
• Basic proficiency in project management tools like Asana

Minimum Computer Requirements:

• i5 processor
• 8GB RAM
• OS: Windows 10
• IF Mac: 2017 model or above
• Internet speed of at least 5 Mbps

*Note: The system requirements above are non-negotiable.