Executive Assistant

Are you a driven, strategic, and experienced Executive Assistant who wants to level up
professionally and push limits in a fast-paced environment?

Do you want to be as healthy as possible and craft a better healthier world for all?

As the Founders' executive assistant at vitalism.io you will have an opportunity to grow in amazing ways you never
imagined. You will help develop and maintain diverse aspects of Vitalism Foundation;
the more you can take on, the more you will receive.

You are analytical and personable - and you thrive on identifying opportunities for improvement
and take initiative whenever possible.

Also, you know how to effectively communicate findings and suggestions while filtering out the
noise. In your day to day, you are excited to drive diverse projects fully autonomously.

Finally, you can’t wait to build relationships with intensely passionate, loyal and fun individuals
who are each at the top of their respective fields.

We can’t wait to meet you and grow together - Join us!


What you’ll be doing day to day

=General=
=> Calendar management (scheduling, time audits)
=> Inbox management (first line of defense, pre-drafting emails)
=> Meeting prep (bios, context) follow ups, tasks and notes
=> Online research projects
=> Document management (creating, organizing, filing)
=> Database management (data entry, updating data)
=> Event planning (team events, other business events)
=> Travel planning (research and book flights, hotels, vehicles, services, activities; prepare for our arrival but coordinating shipping of key items)
=> Hire and oversee contractors on sites like Upwork/Fiverr to deliver in relevant cases.
=> Write the playbook on the things you do so that others in the community can use the same templates.
=> Organize data and media in a way that is accessible and transparent to key stakeholders.
=> Online shopping (place orders, find best price on X, snap photo and find online)

=Activities=
=> Activity planning (e.g. book restaurants)
=> Networking (plan dinners/events with relevant people such as entrepreneurs and business people)
=> Community Management (mostly through email and Telegram)
=> Design and send emails based on provided content (e.g., monthly reports), ensuring timely delivery when content is ready. => Includes producing design assets with AI and tools like Canva.
=> Coordinate with partner organizations who we certify, evaluating their applications, collecting and preparing their media, preparing and sharing announcement materials
=> Create and send emails (end to end, with no intervention) for functional purposes such as an event announcement and so forth.
=> Preferred: be able to craft a moderate level of communication-emails in line with the organization’s voice and values. For example, a welcome email upon sign up.
=> Moderate our Telegram group and engage with members in a value-creating way where relevant.
=> Leverage AI to produce a weekly email digest of our Telegram activity.
=> Coordinate and support live community meetups, including creating templates to enable any member to do the same.
=> Coordinate and support the ongoing activity of working groups.

=Conferences=
=> Help coordinate outreach and logistics with and to key stakeholders (speakers, sponsors, logistics staff, venue partners)
=> Collect, prepare and report on data related to conferences (e.g. sponsorship comparables, influencer or distribution opportunities, event pricing etc).
=Special Projects=
=> Independently manage marketing and growth tools (e.g. Expandi.io, Phantombuster.com) to help grow our membership and expand our network

=Key Tools=
=> (Preferred) Apple products - Mac/iPhone
=> Telegram
=> Slack
=> Google sheets and Excel
=> Google Docs and Word
=> Notion
=> Dashlane (password management)
=> Whatsapp & Signal
=> Phone

=Some key goals=

=Within 1 month=
=> Be able to independently
=> Send + post our monthly update & coordinating related events
=> Produce a compelling weekly email digest of our Telegram activities for our community
=> Coordinate onboarding meetings for new Vitalists on a regular cadence
=> Produce simple media and designs needed for our regular events
=> Independently send out at least 2 operational emails announcing events or similar
=> Demonstrate ability to collect, organize and effectively report on sponsorship data that needs to be analyzed to follow best practices for conferences
=> Demonstrate the ability to take fully certify and go live with 2 Vitalist organizations completely independently
=> Master the use of our communication and task management channels
=> Calendar all relevant meetings
=> Coordinate speaker series events that are already set/planned
=> Ensure that new sign ups get our most recent monthly update within 24 of getting their welcome email
=> Handle failed payments and billing issues. Follow up via email + telegram messages
=> Keep mobilized vitalists page on the main website + spreadsheet updated (weekly)
=> Use tools like expandi.io and phantombuster.com to drive marketing campaigns on Twitter and Linkedin
=> Implement Rb2b.com to identify visitors to our website

=Within 2 months=
=> Coordinate at least 1 new speaker for speaker series events
=> Create at least one email which has more nuanced communication (a welcome email introducing the organization, or similar)
=> Coordinate one in person event
=> Audit and improve our trigger emails (such as the email to encourage people to join Telegram)
=> Coordinate and report on the activity of working groups and working group leads
=> Prepare working groups monthly meeting deck
=> Make sure all calendared events include full context / bios etc (can use AI)
=> Figure out how to get Stripe data about signed up users from the API
=> Own all travel planning optimizing for price and convenience as guided
=> Collect data and negotiate prices for blocks of rooms at hotels for events we hold
=> Regularly review Posthog to track customer behavior
=> Carry out at least 5 customer interviews

=Within 3 months=
=> Instrument or coordinate instrumentation of website with analytics
=> Demonstrate ability to prepare and launch a simple webflow lander end to end OR if unnecessary, show proficiency in using webflow to substantially modify one or more existing sites
=> Outline a full project such as longevityradar.com or longevity audience, or bioethics role mapping, including suggested budget
=> Execute 1st pass of SEO strategy using Graphite, including producing content and following best practices as per Graphite guidance

IMPORTANT: if you decide to apply for this role, please add the words "Life is good!" at the opening of your application so that I know you read this post carefully.

=Skills & Requirements=
=> 3 years of executive assistance or comparable
=> Demonstrated experience creating templates
=> Demonstrated experience drafting reports and communicating clearly to managers
=> Exceptional online research ability
=> Completely fluent in English (Bonus: fluency in another language)
=> Excellent written and verbal communication and presentation skills
=> Knows when and what to communicate; to set expectations and achieve them
=> Outstanding organizational skills with an ability to take initiative, multi-task, and
simultaneously handle a variety of projects and competing priorities
=> Passion for learning and problem solving
=> Demonstrated skill at using recent AI tools; excited about taking that to the next level
=> Progressive and tech-minded - comfortable using proprietary business systems and data
analysis tools
=> Bachelor’s Degree with an exceptional academic record
=> Bonus: practices mindfulness/meditation