Rain Media: Executive Personal Assistant

1 month ago

Wilsonville, United States IntegrateUp Full time
Job DescriptionJob Description

Do you love to work closely on a day-to-day basis as a personal assistant to an ambitious CEO?

Are you the type of person that proactively anticipates needs or how to solve problems?

Then the team at Rain Media needs you

Rain Media is the company that launched the highly successful brand, Organics Ocean. Organics Ocean is an e-commerce brand bringing unique supplements to market, and the company is experiencing explosive growth. The only way to keep up with demand is to build a team of A-players and create the systems needed to grow and scale. That is where an Executive and Personal Assistant comes in.

As the Executive and Personal Assistant, you will be the CEO's right hand, responsible for everything from managing his daily schedule and coordinating with the leadership team to handling personal tasks such as household management and travel arrangements. Your ability to anticipate needs, maintain confidentiality, and ensure smooth operations will be key to your success in this role.

We are seeking a highly organized, proactive, and resourceful Executive and Personal Assistant to provide comprehensive support to our CEO and leadership team. This unique role combines high-level executive assistance with personal support tasks, requiring a candidate who can seamlessly manage both professional and personal responsibilities.

If you are a proactive problem-solver with a passion for service and administration, we’d love to hear from you.

Responsibilities (tasks associated with the role)

Executive Support:

  • Manage the CEO's calendar, scheduling meetings, appointments, and events.
  • Coordinate with the leadership team, preparing agendas, taking minutes, and following up on action items.
  • Prepare and edit documents, presentations, and reports for executive communications.
  • Monitoring and reporting on the progress of strategic goals and objectives.
  • Attend meetings and serve as the note-taker and administrative assistant during the meeting

Personal Assistance:

  • Handle all household management tasks, including grocery shopping, meal preparation, plant care, inventory of essential supplies and more.
  • Schedule and oversee home maintenance services, such as cleaning, landscaping, or repairs, ensuring the CEO's home is well-maintained.
  • Coordinate home repairs and design decisions with CEO and designer
  • Schedule and manage vehicle maintenance and repairs.
  • Provide pet care for the CEO's cats, including feeding and vet coordination.
  • Assist with technology needs, particularly with the CEO’s iPhone, ensuring it is set up and functioning optimally.
  • Handle various errands, such as picking up dry cleaning, dropping off packages, or purchasing specific items needed by the CEO.
  • Schedule and manage personal appointments for the CEO, such as medical, dental, massage, stretching or wellness visits, ensuring all logistics are handled.
  • Purchase and coordinate gifts for special occasions, including birthdays, holidays, and business-related events, ensuring thoughtful and timely delivery.
  • Plan and organize personal events or gatherings, such as dinner parties, social engagements, or family celebrations, ensuring all details are managed.
  • Serve as the primary point of contact for all appointments and remind CEO directly of scheduled events

Financial Coordination:

  • Gather and organize tax-related documents, working closely with the CPA and other relevant parties.
  • Assist with managing personal finances, such as paying bills, tracking expenses, and coordinating with financial advisors.

Travel and Calendar Management:

  • Arrange all aspects of the CEO’s travel, including flights, accommodations, and itineraries.
  • Ensure all travel plans align with the CEO’s schedule and personal preferences.
  • Schedule meetings, appointments, and events for the CEO, ensuring alignment with priorities and goals.
  • Prioritize appointments based on importance, urgency, and the CEO's preferences, ensuring that high-priority tasks are given appropriate time.

Requirements (expected proficiencies to excel in this role)

  • Excellent experience with Google Suite and Calendar, specifically understanding how to protect information
  • Tech-Savvy 
  • Experience with iPhones and understanding of settings
  • High level of discretion
  • Professionalism
  • Exceptional written and verbal communication skills
  • Efficiently prioritize and manage time
  • Excels in a fast-paced environment
  • Adaptable and flexible 
  • Self-starter and takes initiative
  • Proactive 
  • Positive attitude
  • Ability to prioritize and achieve multiple tasks at once
  • Technical proficiency
  • Self-awareness
  • Dependable
  • Trustworthy
  • Boundary management

Software Utilized by Company

Klaviyo, Go High Level, Gem Pages, Shopify, Trello, Slack, Telegram, Skype, Google Workspace, Dropbox, Microsoft360, GoDaddy

Current Team Members

CEO, COO, Director of Marketing, Director of Growth, Admin and Customer Service Manager, Customer Service Team, Controller, Fulfillment House, Media Buyer, Developer, Designers, Branding Contractor, Amazon launch team, Email Agency

About Organics Ocean

To learn Daniel’s story and more about Organics Ocean, visit the website.

The company is a place for innovation. Team roles and responsibilities are clear, and the passion of being a part of something bigger than one’s self is shared among everyone. The environment is casual, but the work is serious. Riding this wave of growth only works with A-Players on the team, and that is what everyone is, an A-Player.

Offer Details

This is a full-time, onsite, employee position. Pay is competitive. Benefits include:

  • Healthcare allowance
  • Paid Holidays
  • PTO
  • Up to $75/month cell phone credit

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