Personal Assistant

3 weeks ago

Miami, United States The Ultimate Human Full time

Personal Assistant to Gary Brecka


Status: 40 hrs/week

Location: Miami, FL


About Gary Brecka

Gary Brecka is a professional Human Biologist, and the Co-Founder of 10X Health System and The Ultimate Human based in Miami, FL. His goal is to empower people to become the best version of themselves. 


With more than 20 years of Bio-Hacking and functional medicine experience, he is obsessed with the function and performance of the human body and finding innovative ways to help people achieve absolute peak function in their own bodies.


Your Team

This position will report directly to Gary Brecka and will act as the liaison between Gary and his team. 


Position Summary

Gary Brecka is looking for a dedicated Personal Assistant to keep him organized both personally and professionally. This person will work creatively and methodically with Gary to define top priority personal and professional projects and ensure that his productivity is at its highest. 


Key Responsibilities

Calendar Management: 

  • Manage Gary's calendar. This person will protect Gary's personal schedule, keeping his calendar management tool up to date and in accordance with his calendaring rhythm. 
  • Daily Tasks. Coordinating and overseeing Gary's daily activities and tasks, ensuring everything is executed smoothly
  • The position will be responsible for scheduling and confirming all Gary's personal appointments, calls and meetings.
  • Oversee and manage Gary’s personal and professional errands.
  • Must create a process to keep track of important dates (birthdays, anniversaries, etc.)
  • Must be willing to move and reschedule appointments within a timely manner.
  • Using forethought to identify things that should be on the calendar.


Communication Management:

  • Daily Inbox management. The PA will aid in keeping Gary's personal Inboxes at “zero” and ensure timely response and organization.
  • Manage key relationships both personally and professionally. This includes implementing a follow-up process when Gary makes a new personal and professional relationship as well as nurturing current personal and professional relationships.
  • Managing Gary's personal phone, handling calls, messages, and maintaining communication.
  • Serve as the liaison between Gary's two companies, 10x Health and the Ultimate Human.
  • Assist in obtaining necessary answers on items the team needs from Gary.
  • Maintain clear communication channels throughout the office.


Efficiency:

  • Identify all the personal task’s Gary is currently doing and cut that by 70%.


Other:

  • Children's Items. Taking care of personal items for Gary's children.
  • Real Estate Deals. Overseeing and facilitating any personal real estate transactions or deals Gary is involved in.
  • Purchases. Managing Gary's personal purchases, including tracking expenses and ensuring financial organization.
  • Welcome arriving guests to the condo for meetings and get meeting rooms ready.


Qualifications:

Key Competencies:

The ideal candidate is creative and organized with an extremely high attention to detail. He or she has previous experience and has the following competencies: 


1. Adaptability

  • Demonstrates flexibility in the face of change
  • Projects a positive demeanor regardless of changes in working conditions
  • Shows the ability to manage multiple conflicting priorities without loss of composure

2. Organization

  • Determines the appropriate allocation of time, prepares ahead of time for meetings to ensure they are concise and to the point.
  • Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines

3. Proactivity

  • Demonstrates the ability to foresee problems and prevent them by taking action
  • Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs

4. Communication Skills

  • Listening skills: Understands that the most important aspect of communication is the act of listening and actively works to improve those skills
  • Oral skills: Speaks with confidence using clear, concise sentences and is easily understood
  • Written skills: Produces well thought-out, professional correspondence free of grammatical and spelling errors
  • Telephone/E-mail: Uses high quality, professional oral and written skills (as described above) to project a positive image of the business

5. Client Service

  • Interacts professionally with clients and associates at all times
  • Warm Personality . 
  • Promptly responds to requests with accuracy and a courteous demeanor

6. Business Understanding

  • Demonstrates an awareness of fundamental business principles as well as an understanding of both our offerings and the creative industry we serve. 
  • Quickly grasps the importance of specific relationships and does their part to nurture them, by your email responses, and suggesting gifts etc to keep on top of mind.

7. Team Player

  • Works as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals
  • Travel as needed to support the CEO or the team for special events.

8. Computer/Technical Skills

  • Displays proficiency using standard office equipment such as a computer, scanner, etc.
  • Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills

9. Judgment

  • Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
  • Swiftly refers problems/issues to the appropriate person(s) when necessary
  • Works effectively without constant and direct supervision or guidance

10. Creativity 

  • Able to look at issues from multiple perspectives to come up with the best solution
  • Keen eye for what works and what doesn’t visually, and the ability to apply that observation to tasks presented in both digital and physical media
  • Understanding of what is needed for a creative visionary and business to authentically operate at their highest productivity


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