Executive Assistant

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We are seeking a proactive, organized, and tech-savvy Executive Personal Assistant to support a wide range of personal and professional initiatives, including background profiling of professionals in biology and omics companies and other fields, research on Texas oil and gas holdings and publicly held companies. Also assistance in speaker and event management for TEDx events, some property management and maintenance assistance, and strategic marketing for rental properties including partnership development and direct marketing initiatives. This role will also assist in organizing the executive’s calendar, tracking client relationships (setting up and maintaining CRM data), maintaining partner and service providers relationships for properties, and some assistance in coordinating events and travel planning.

Key Responsibilities:

1. Startup, Investments and Property Advisory
General research as directed on publicly traded companies, oil and gas holdings, and private investments.
Help with research for, scheduling, and general virtual upkeep and coordination at Lenox and Marblehead properties, sourcing services and also doing direct marketing, assisting in event coordination and relationship development.
Develop a strong network of service providers, cleaners, and partners to enhance property value and guest satisfaction.
Help draft 2-4 investment letters annually to update stakeholders on key investments and market insights.


2. Event and Travel Planning
Plan and coordinate trips, events, gatherings and retreats for Ethan’s connections in Marblehead, Boston, Nosara, Lenox and virtual locations.
Assist with target marketing for retreats, content creation, and partnerships.
Research, plan, and book travel and event schedules.

3. Calendar and CRM Management
Manage the executive’s calendar and tasks, ensuring efficient scheduling with software like Calendly, Asana, Click Up, and the like.
Maintain and update a CRM system to organize and track client, guest and business relationships, following up on outstanding tasks and meetings.


4. Operational and Administrative Support
Organize regular meetings to review tasks, ideas, and to-do lists, helping maintain productivity and alignment on goals.
Organize and filter email inboxes, manage Microsoft Office subscriptions, possible assistance in migrating email providers from Microsoft to Google, and help with a variety of administrative tasks such as classifying and keeping track of spending , disputing bills, and registering vehicles.
Maintain a preventative maintenance schedule for assets (e.g., sauna, hot tub, air filter, A/C units, cars, etc) and coordinate service appointments as needed.


5. TEDx
Research and help select suitable speakers for TEDx events, ensuring alignment with event themes and quality standards.


6. Personal and Productivity Support
Assist in setting up and managing an app stack (e.g., Asana, Calendly, CRM, address book, etc) to support productivity and organization.
Support monthly subscription tracking and management.
Assist with setting up and tracking proactive strategies for personal and business growth.

Schedule/Hours:
Approximately 20 hours per week
Potentially: Monday to Friday, 12 PM - 3 PM (flexible expansion possible, but typically no weekends) plus a few hours for independent work.


Qualifications:
Prior experience in executive assistance.


Strong research, organization, and communication skills.
Proficiency with CRM systems, calendar management tools, expense tracking, spreadsheets, Google suite, and Microsoft Office.
Ability to adapt to various tasks, manage multiple priorities, and work effectively in a dynamic, high-responsibility environment.
Interest in learning new things.
I don’t expect you to be an all-in-one tech support person on multiple platforms but do expect you will be able to look up information to utilize (and troubleshoot) software and apps. I don’t expect you to know a lot about my potential investments or how to care for hot tubs, for example, but do expect you to read and learn about things, using videos, articles, what other people do and publish, and chat gpt, etc, to become proficient and knowledgeable in areas as we work together.