Executive Assistant BR

Hello, Executive Assistants!

At Unrestricted Ventures, we acquire profitable small businesses, ensuring their growth and legacy continue under our stewardship. As a complement to our direct acquisition efforts, we also provide AcquiMatch, a service designed to connect business buyers, brokers, and owners to find their perfect match.

Whether we are directly investing in a business or facilitating connections through AcquiMatch, our goal is to create successful, mutually beneficial business transitions. This dual approach allows us to actively engage in the market as both buyers and matchmakers, offering comprehensive solutions tailored to the unique needs of each party.

About the role:

Your mission is to be the Founder's indispensable partner, providing high-level administrative support to ensure efficient and effective management of her schedule, communications, and projects. You will proactively handle essential tasks like managing her calendar, coordinating travel arrangements, and handling email correspondence. By autonomously preparing meeting agendas, summarizing transcripts, and following up on action items, you'll streamline communications and keep projects on track. With your support in these areas, our Founder will be able to lead the revolution in changing how business buying is done, driving strategic growth and innovation. Your role is crucial; without your solid support, our dynamic startup can't achieve its full potential. Join us in making a significant impact as we scale and transform the industry.

This is a Remote position that starts as Part-Time at 20 hours per week, with the opportunity to quickly transition to Full-Time based on performance and ability to independently manage tasks.

Responsibilities:

• Managing the Founder’s Calendar: Scheduling meetings and ensuring she is well-prepared for all engagements, anticipating scheduling conflicts, and adjusting proactively.
• Handling Email Correspondence: Prioritizing and responding to messages on behalf of the Founder, getting the inbox to zero daily, and ensuring all emails are responded to within 48 hours.
• Coordinating Travel Arrangements: Booking flights, accommodations, and transportation while creating detailed travel itineraries.
• Preparing Meeting Agendas: Summarizing meeting transcripts, following up on action items, and ensuring meetings are productive and efficient.
• Conducting Research: Providing summaries to support the Founder’s decision-making process and staying informed on relevant industry trends.
• Managing Confidential Information: Handling sensitive information with discretion and maintaining a high level of professionalism.
• Acting as a Liaison: Facilitating communication between the Founder and internal/external stakeholders, ensuring messages are accurately and promptly relayed.
• Supporting Personal Tasks: Assisting the Founder with personal tasks as needed, ensuring a seamless balance between personal and professional responsibilities.
• Improving Administrative Processes: Continuously enhancing efficiency and effectiveness in administrative tasks and systems.
• Updating CRM Systems: Adding information and updates into the CRM system, ensuring data accuracy and timeliness.
• Organizing and Tracking Business Trips and Expenses: Submitting expenses to the bookkeeper, and monitoring and managing general invoices and receipts.
• White Glove Customer Service: Providing exceptional customer service in all interactions, ensuring a professional and delightful experience for all stakeholders.

• White Glove Customer Service Experience: Proven customer service experience with a track record of providing excellent service, handling every encounter with professionalism and delight.
• Administrative Expertise: Proven experience in providing high-level administrative support, preferably to senior executives or in environments requiring interaction with VIPs. 
• Communication Skills: Exceptional verbal and written communication skills, ensuring clarity and managing expectations effectively.
• Organizational Skills: Strong ability to manage multiple tasks, prioritize effectively, and maintain high levels of productivity.
• Attention to Detail: Exceptionally focused on the fine details, ensuring accuracy and thoroughness in all aspects of work.
• Problem-solving: Innovative and proactive in identifying solutions and overcoming obstacles.
• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
• Time Management: Excellent time management skills, ensuring timely completion of tasks and adherence to deadlines.
• Technology Proficiency: Adept with modern communication platforms and productivity tools, including Google Workspace (Calendar, Docs, Sheets, Gmail), Zoom, HubSpot CRM, and Notion and AI tools like ChatGPT or able to learn them quickly
• Proactivity and Autonomy: Ability to work independently, taking initiative to identify and address needs without constant supervision.

Ideal Tech Experience:

• Proficient in CRM management, ideally HubSpot. (Intermediate)
• Comfortable using Google Workspace (Calendar, Docs, Sheets, Gmail) for daily tasks and communication. (Intermediate)
• Familiar with project management tools like Notion or similar. (Basic)
• Experienced with AI tools such as ChatGPT for drafting communications, summarizing documents, and conducting research. (Basic)
• High-speed internet and a reliable computer for seamless Zoom meetings and efficient remote work.

• Working completely remote
• Location independence
• Long-term position with the opportunity to grow
• You’ll be joining a high-level and fast-paced team

If this sounds interesting to you please proceed with your application.

The application procedure is simple: 

After submitting your proposal, I'll send you some questions regarding your experience. Shortlisted candidates will receive a 2nd round of questions so I can understand you as a person better. After the 2nd round of questions, you will be invited to perform a test project or a remote interview.

Thanks and I look forward to hearing from you!