Executive Assistant

## Job Overview As a C-Level Assistant, you will play a crucial role in supporting the executive team and ensuring the smooth operation of daily tasks. Your ability to handle multiple responsibilities, maintain confidentiality, and exhibit strong organizational skills will contribute to the overall success of our organization. If you are a proactive individual with excellent administrative skills, we would love to hear from you! ## About Us We're hiring an executive assistant for the owner & founder of Spark Ignite and Abide (formerly The Big Legrowlski). This EA position is a bit out-of-the-ordinary, as the ideal candidate will be providing support to David within both companies, both remotely and in-person. Spark Ignite is a marketing automation platform for martial arts schools. It takes a lot of the tough marketing/business tasks off of schools' hands, so they can focus on changing people's lives. It’s a fully remote business with team members and clients around the world. As a small tech company, our growing business needs someone who can keep up with our Founder and integrate themselves quickly into our world. The ideal EA learns very fast, and thrives in a fast-paced environment. The founder, David, is looking for a seasoned professional to help organize his business communication; His emails & messages often slip through the cracks as he is an entrepreneur juggling multiple businesses. Scheduling is his kryptonite. He needs someone to be his liaison to his teams, staff, and clients, disseminating data and information as well as helping David structure his time effectively. This is a critical role and the ideal candidate will be a highly intelligent, proactive professional who will help us patch holes and inefficiencies in our processes, and jump in to assist, build, fix and support them. Someone that will manage the Founders daily calendar so he can best prioritize and utilize his time more efficiently. This EA will anticipate needs, organize his daily, weekly, monthly priorities, ensure he is prepared for meetings, block and tackle his time when needed, to help open up windows for him to build and grow the businesses. The EA for this job will also work with our co-CEO of Spark ignite to assist bridging calendars and find time for Executives to meet along with the other department heads. The ideal EA will also have some entrepreneurial energy to conduct research and compile information proactively. Someone who is resilient when faced with obstacles or problems will find other ways to solve the issues. David is also the owner of Abide. It is a bar/music venue in The Pearl District in Portland, OR that features community events and supports local musicians and performers. We're a space for people to get creative, be themselves, and find their people! This position includes providing administrative support for this venue including: email and paper mail management, documentation organization (taxes, licenses, etc.), attending weekly remote meetings and monthly in person meetings, managing action items and goals from those meetings. Integrating David’s time to manage these two businesses is a key distinction for the successful candidate. ## Qualifications - 7 plus years executive admin experience - Seasoned calendar management experience and master scheduler - Tech and App savvy who can quickly learn and support automation software - Master communicator and organizer - Acutely detail oriented, process oriented and intuitive - Juggle multiple priorities, complex problems and find solutions - Has a reliable mode of transportation - Has a quiet workspace + reliable WiFi to take phone calls + meetings ## Responsibilities - Manage owner & founder’s daily business scheduling; will include calendar, appointments, and meetings - Daily management, dissemination, review of all incoming calls, emails, and correspondence between Founder and Spark Ignite Team - Daily management of communication and action items between Owner and Abide staff - Weekly management of paper mail (sorting, filing, etc) - Master communicator supporting the founder - Relentless with follow up and follow through - Prepare and proofread Tax documents, Liquor/Music licenses, reports, and presentations - Transcribe meeting notes and maintain accurate records - Assist with event planning and coordination - Manage monthly virtual events with clients - Assist with projects and project management - Maintain confidentiality of sensitive information ## Skills - Proficiency in using Google Suite (Gmail, Google Docs, Google Sheets, etc.). - Proficiency in using Apps including: Trello, Zapier, Clickup, ChatGPT, and other AI/automation software and/or the ability to learn quickly - Ability to relentlessly follow-up and follow through with tasks - Excellent proofreading and editing skills - Project Management experience - Ability to transcribe accurately and efficiently - Experience with Payroll (accounts payable and accounts receivable) - Excellent customer service skills - Experience in event planning and project coordination. - Strong computer literacy with knowledge of various software applications - Familiarity with front desk operations and customer service principles - Exceptional organizational skills with attention to detail ## Bonus Qualifications - Coding experience - Marketing experience - Interest in AI Software - Creativity (art, music, event hosting, etc) - Entrepreneurial experience Job Type: Part-time Pay: $26,000.00 - $46,800.00 per year Expected hours: 20 – 30 per week Benefits: Flexible schedule Paid time off Schedule: Monday to Friday Experience: Executive administrative support: 7 years (Required) Language: English (Required) Ability to Commute: Portland, OR 97209 (Required) Ability to Relocate: Portland, OR 97209: Relocate before starting work (Required) Work Location: Hybrid remote in Portland, OR 97209