Executive Assistant to the CEO

Executive Assistant to the CEO

 Job Description

Company Overview

Empify, Inc. is a market leader in the fintech space, and has always had a stronghold in both building and providing the financial tools and resources that target the 99% of the population Wall Street tends to overlook. Since 2017, Empify has impacted millions of adults and children within the school system, prison system and with its partnerships with Fortune 500 companies with a small team. That is changing now. With a global network of 2,500+ people, members have access to a community-like environment, and 24/7 access to wealth building tools, events, discussions and more. With a core focus to scale and impact millions more, this role as the Executive Assistant to the CEO, Ashley Fox plays a huge role in the growth of the company.

Title: Executive Assistant to the CEO of Empify

Details: Full-time Role with Benefits in Atlanta, GA

Responsibilities & Work Environment:

The Executive Assistant to the CEO of Empify is a multifaceted role supporting a meticulous and busy CEO. Continuous learning and adaptation to the CEO's changing needs and preferences are key to success in such a demanding position. This role covers a number of key areas, the most critical responsibilities, but not limited to, are below:

• Manage the CEO’s Calendar: create a model to enable the CEO to forecast their business calendar on a 1-4 week forward basis, ensuring that all invitations and requests for the CEO’s time are planned and organized based on importance and relevance. Coordinate and schedule all appointments and meetings, and provide reminders and briefings for each appointment or meeting. Prepare the CEO on all appointments in advance and distribute agendas and meeting materials in advance. 

• Organize and Manage all Travel Arrangements: book all travel, including flights, hotels, and ground transportation. Prepare and organize detailed travel itineraries, ensuring they align with meeting schedules and time zones.

• Coordinate and Manage all Meetings, Creative and Media Projects: arrange and manage schedules for photo shoots and video shoots, ensuring that all necessary equipment and personnel are available. Act as the point of contact between the CEO and external teams such as photographers, videographers, and makeup artists. Ensure clear communication of the CEO's vision and expectations. Provide a weekly overview and reminders for all CEO and Empify operations, including updates on future meetings or projects, open deadlines and current progress on all Empify and personal projects. 

• Advanced Project and Task Management: Provide the support and the help needed that allows the CEO to complete all high priority tasks, and assist with small time consuming tasks. Gain expert knowledge of Asana, the project management tool, to manage tasks, timelines, and communications effectively. Set up CEO projects, assign tasks, set deadlines, and monitor progress directly within the platform. Assist with strategic project planning by aligning project goals with the company’s objectives. Break down large goals into manageable tasks to help the CEO establish clear milestones. Regularly monitor the progress of all ongoing projects and prepare detailed reports for the CEO. Utilize dashboards and data visualization in Asana to provide real-time project updates.

• Team Communication Management: Act as the primary communication channel between the CEO and the rest of the Empify team. Filter and prioritize information to ensure that the CEO receives only essential updates, thus minimizing overwhelm. Coordinate with other departments to ensure project deliverables are met.

• Provide Comprehensive Travel Support: Travel alongside the CEO on all requested travel ensuring that all aspects of travel are meticulously planned, from tickets and accommodations to detailed itineraries that account for time zones, local transport, and cultural factors. Handle the responsibility of capturing photo and video content during travels. This includes ensuring that the content is of high quality and represents the CEO and the company appropriately. Manage equipment and coordinate with local photographers or videographers as needed. After each trip, manage the debriefing process, including organizing notes, follow-ups on new contacts, and expense reporting. Ensure that any actionable items from the trip are communicated to the CEO and relevant departments or personnel.

• Strategic Relationship Management: Create and maintain an up-to-date database of all professional and personal contacts. Send out personalized communications such as thank you cards, holiday cards, and flowers on behalf of the CEO. Ensure these gestures are timely and tailored to the recipient’s interests or recent interactions with the CEO. Keep track of important dates like birthdays, anniversaries, and significant milestones for key contacts. Schedule reminders for the CEO and arrange for appropriate acknowledgments to be sent.

• Handle Personal Tasks and Errands: Handle daily meal planning and ordering, taking into consideration any dietary restrictions and preferences. Ensure timely delivery of meals, especially during meetings or shoots. Manage other personal tasks such as family event planning, personal shopping, or any other specific errands requested by the CEO. Schedule and coordinate appointments with health professionals, fitness trainers, or wellness therapists.

• Media and Public Relation Coordination: Monitor and manage booking requests that come through social media platforms and the CEO's professional inbox. Assess the relevance and potential value of each request and coordinate with the CEO to make informed decisions. Act as the primary contact for the PR team. Receive and review press needs, including requests for interviews, statements, or media appearances. Ensure that the CEO is prepared with briefing materials and talking points as needed. Maintain a close working relationship with the public relations team to facilitate regular updates and strategy meetings between the PR team and the CEO. Coordinate the scheduling of all public appearances, such as speaking engagements, features, podcasts, and interviews. Prioritize these commitments based on their strategic value and fit with the CEO’s goals and availability. 

• Event Coordination and Management: Assist in managing the events team, ensuring that all members are aligned with the event goals and deadlines. Act as the main point of communication between the events team and the CEO. Oversee and prioritize tasks related to event planning that need the CEO’s input or approval. Ensure that the CEO’s responsibilities for each event are clearly defined and that they have all necessary information to perform these duties effectively. Take detailed notes and communicate any decisions or input back to both the CEO and the events team. Work closely with the events team to execute event concepts and themes that align with the company’s brand and the CEO’s objectives. 

• Office Management & Team Coordination: Regularly check and restock office supplies, including stationery, printer supplies, team snacks, and other essentials. Ensure that there is always a sufficient supply of snacks and refreshments available in the office. Manage the budget allocated for office supplies, snacks, and team events. Keep track of expenditures and make cost-effective decisions without compromising on quality. On a weekly basis, maintain a clean and orderly office environment. Organize team outings and other social events to enhance team cohesion and provide opportunities for relaxation and team bonding. Manage all aspects of these events, from planning and logistics to execution. Act as a conduit for information regarding company events. Ensure that all team members are informed about upcoming company or office events and deadlines. 

Desired Skill Set & Expectations:

We have high performance benchmarks for our team members and the level that everyone at Empify is expected to operate at is defined below. These ten points are the guidelines to clearly communicate the expectations of how we as company internally operate to achieve alignment and excellence:

• 7+ years of experience as an executive assistant
• Flexible and Around-the-Clock Availability: Must have the ability to work flexibly and be available around the clock due to the CEO’s frequent travel and irregular hours.
• Organizational Mastery: Must be 100% organized, often handling tasks and aspects of the CEO’s life that require attention to detail and structured management.
• Professionalism in Relationships: Required to maintain and manage professional relationships with the press, business partners, and influential figures with utmost diplomacy and tact.
• System Building and Process Improvement: Should be able to build and implement systems that streamline processes and increase efficiency, accommodating the fast pace of growth in the company.
• Excellence and Precision: Expected to produce error-free work consistently, reflecting the CEO’s high standards derived from her background as a Wall Street analyst.
• Proactive Communication: Must ask pertinent questions before completing tasks to ensure clarity and correctness. Lack of questions will be interpreted as full understanding and competence.
• Project Management and Asana Expertise: Should be a professional in project management, capable of overseeing projects from conception through to execution, ensuring all elements align with strategic goals.
• Attention to Detail: Must pay close attention to every detail, ensuring that all aspects of tasks and projects are thoroughly managed.
• Forward-Thinking: Needs to anticipate the needs of the CEO and think several steps ahead in all scenarios, making the CEO’s life easier and more organized.
• Self-Starter with Grit: Must possess a strong initiative, be self-motivated, and have the grit to handle the demanding and often intense pace of work.