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Executive Assistant

Nosbisch Ventures · Nov 12th 2020

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Headquarters: West Palm Beach, Florida URL:

Company Overview

Nosbisch Ventures, a brand holding company out of West Palm Beach, Florida, is on a mission to drive positive social change by building and backing impact-focused brands.

Position Overview

This is a full-time role reporting to the CEO as Executive Assistant. To be considered for this role, you’ll need to be a resident of the United States and available to work 40 hours per week, Monday-Friday from 9:00 AM to 5:00 PM EST.

(Digital nomads who travel outside of the USA can certainly apply but must work on the schedule posted above.)

Mission

The mission of the Executive Assistant is to anticipate the operational needs of the business at an exceptionally high level, allowing the CEO to focus on developing the organization. This person is a self-starter who deftly handles (or delegates) day-to-day tasks before they are brought to the CEO.

While recurring tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO’s needs and the needs of the business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of Nosbisch Ventures.

The right candidate for this position will possess an entrepreneurial spirit determined to drive social change. Even when encountering obstacles, this person seeks to present solutions, not problems, to the CEO—and views problems as projects, not roadblocks. An aligned Executive Assistant takes ownership, accepts responsibility, stays accountable, and approaches all tasks with a sense of ownership (but not entitlement). He or she owns up to mistakes and quickly requests help when needed. The right candidate has a deep understanding of marketing, creative, eCommerce, and brand-building and is a geek about new software and platforms to simplify workflows. He or she is extremely resourceful and uses Google and YouTube to find new ways to solve challenges as they arise.

Responsibilities Include

  • Communicating on the CEO’s behalf, both internally and externally
  • Email management on behalf of the CEO
  • Complex calendar management and scheduling (both personally and professionally) on behalf of the CEO
  • Varying personal and professional administrative tasks
  • Project management
  • Act as a remote office manager by handling various personnel, operations, and administrative duties
  • Manage vendor relationships and contractors ensuring time is being used effectively
  • Assist in the recruitment and management of vendors and team members
  • Assist in the CEO’s responsibilities of Client Management, People Management, Recruiting, Business Development, and Finance
  • Monitoring information flow: Sometimes acting as a gatekeeper to ensure the CEO’s involvement in a project or decision-making process at critical moments.
  • Perform creative tasks involving the Adobe suite such as Indesign, Photoshop, and Illustrator. Examples of a creative task would include designing an on-brand Thank You card or creating a branded pitch deck.

Proficiencies

High Affinity for Technology: The Executive Assistant is a technologically savvy Mac user and is not intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Slack, Zoom, Google Suite (including Google Sheets), ClickUp, Stripe, Dubsado, Zapier, and Adobe Suite. Must have an innate ability to quickly learn new technologies and teach it to others as well.

Quality Communication: The Executive Assistant must be an excellent communicator in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly, both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels typically include virtual video calls, Slack messages, and emails.

High Level of Discretion: Since the Executive Assistant will regularly be entrusted with confidential information, discretion, and sensitivity regarding such information is a must.

Team Player: In addition to working directly with the CEO, the assistant will also work with members of the team. They’ll need to be able to collaborate and communicate well, maintaining a can-do spirit and not complaining, making excuses, or gossiping.

Flexibility: The Executive Assistant will be alternating between different brands. This position will require a large amount of flexibility and patience while respecting urgency in accordance with business needs.

Anticipating Needs: As part of your commitment to enabling the CEO to serve the company and clients at the top of his game, the Executive Assistant will strive to anticipate needs and eliminate friction wherever possible. This means you know how to stay five steps ahead of your leader, clearing the path ahead for him.

Get to know the CEO.

Hi, I’m Aaron Nosbisch. I look forward to meeting you soon!

My mission is to be a mindful example of love, service, and expansion. You can find this reflected in my daily life and business as I build and back conscious, creative, and radical initiatives that empower humans.

What’s Aaron’s Role?

  • Founder, CEO of Nosbisch Ventures, which currently comprises the below brands:
  • Lucyd Media - Creative Advertising Studio for Socially Conscious Brands
  • Olani - Consciously Crafted Essential Oil Blends & Wearable Diffusers
  • Symbio - Helps Conscious Founders Build, Scale, and Exit Cannabis Brands
  • LUVA - Soap Reinvented
  • Board Member of 1909 - Co-working community of creators redefining success
  • Devoted Husband, Traveler, Techie, and Student of Meditation and Mindfulness

Who Aaron is Looking For:

Aaron is looking for someone with a positive and optimistic personality who can hold down business operations while maintaining excellent communication. Aaron considers himself a mindful leader and would like to bring on a person who sports a healthy life balance and an appetite for success.

Aaron’s Ideal Scenario:

Aaron would like to find someone who can provide a long-term commitment to help scale current and future brands. When you work with Aaron, you become part of his family. He works best with someone who is conscientious, thoughtful, and organized, who can hold him accountable to his schedule and goals in a friendly, uplifting manner while anticipating needs, watching for blind spots, and working several steps ahead at all times.

The ideal Executive Assistant will exhibit strong qualities of leadership, confidence, and capability paired with a down-to-earth, level-headed, calm demeanor. Aaron has many irons in the fire but your role is to anticipate and prevent friction, never to cause it, and to make the complicated engine run smoothly, paving the way for a trajectory of growth and success. You should be low-maintenance and disciplined, a self-starter who needs little to no oversight or hand-holding.

Sought-After Qualities

  • High attention to detail
  • An eye for design (including formatting of emails, documents, spreadsheets, etc)
  • Follow-through (someone who can help him stay on top of his responsibilities, not someone who needs him to stay on top of them)
  • Ability to create, optimize, and implement effective processes
  • Absolute trustworthiness and discretion
  • When working on Aaron’s behalf, be willing to adjust to his style of work (for example, if sending emails on his behalf, format emails how he would format them)

Sample Responsibilities

As Aaron is involved with multiple growing companies, his responsibilities are a combination of taking care of the things that are his strengths (high-value / high-leverage tasks) as well as handling items that don’t cleanly fall into a team member or vendor's court.

Something to keep in mind is that, with a growing company, Aaron’s responsibilities change often (and therefore the Executive Assistant’s responsibilities change as well). For example, responsibilities that Aaron handles in a particular team may eventually be fulfilled by a new full-time role.

Here is a random collection of sample tasks that the Executive Assistant may oversee:

  • Manage a special internal project and coordinate with internal team members and external partners to complete.
  • Complete due diligence on the forms required for hiring an employee in Florida, and complete those forms with support from the CEO.
  • Review, correct, send, and sign contracts on behalf of the CEO.
  • Create a job description for a new position that we’re looking to fill. (hehe)
  • Post a job posting and manage the hiring process, including initial meet-and-greet interviews.
  • Lead internal team meetings in the CEO’s absence.
  • Start client meetings on the CEO’s behalf (if running behind).
  • Coordinate scheduling with clients and team members.
  • Create systems and processes to ensure functional organization.
  • Oversee fulfillment needs and maintain inventory levels of Olani products.
  • Communicate and approve employee time-off requests and arrange coverage.
  • Set up platforms and systems for simplified daily workflows.
  • Automate tasks where possible using Zapier.
  • Create mood boards for new brands.
  • Identify winning user experiences.
  • Discover trendy new brands disrupting the market and make recommendations as to how Nosbisch Ventures can incorporate, imitate, or outshine them.
  • Create case studies.
  • Send and manage proposals, invoices, and contracts to clients and vendors and ensure invoices are paid in a timely manner, understanding the importance of maintaining cash flow.

Work Location:

  • Remote Hybrid
  • West Palm Beach, Florida
  • The candidate would work at least 2-3 days per week in the office at 1909

Compensation:

  • $50,000-$60,000 Salary Based on Experience
  • Opportunity for growth includes moving into the Chief of Staff role with a corresponding pay increase.
  • 90-day trial under contractor status. This will evolve into a W2 after the trial ends.
  • 1909 Membership included

To apply:

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