EXECUTIVE ASSISTANT

Job Summary: We are looking for a highly organized and detail-oriented Executive Assistant to manage the day-to-day operations of client's personal and professional responsibilities across multiple businesses and projects. This role will involve managing email inboxes, calendars, travel arrangements, CRM systems, project management tools, and other administrative tasks. The ideal candidate will be a proactive problem-solver with excellent communication skills and experience with Pipedrive, Asana, and other task management tools.

Key Responsibilities:

-Email Management: Own and manage three email inboxes using the "Buy Back Your Time" GPS methodology.
-Calendar & Booking Management: Oversee calendar and Calendly bookings across all businesses, ensuring efficient scheduling and conflict resolution.
-Research: Conduct research on various topics using AI tools and other reputable sources.
-Travel Arrangements: Manage all travel bookings, either directly or through travel agents, for both personal and business purposes.
-Contacts & Social Media Management: Manage Gabriel’s personal and business contacts, LinkedIn profiles (personal, Ora Health, and Take Friday Off).
-File Management: Oversee and organize all personal and business filings, including external backups.
-Household Management: Handle household administration, including scheduling for cleaners, handymen, and gardeners, as well as bookkeeping and cost-saving initiatives (e.g., subscription management).
-CRM Management: Manage two implementations of Pipedrive CRM for Ora Health and Take Friday Off, including appointment scheduling, meeting confirmations, and data entry.
-Project Management: Own and manage all business tasks and projects in Asana. Track and manage project timelines, ensuring timely completion.
-Customer Interaction: Provide initial contact and screening for potential customer inquiries, and update project overviews in Notion.
-Team Coordination: Follow up with team members on key tasks for Take Friday Off and Ora Health.
-Financial Administration: Support invoicing, quoting, and payment follow-ups in collaboration with the Hatch Accounting team.