Amazing Executive Assistant/Personal Assistant for Author/Founder of Book & Media Agency (West Coast) posted:

Offered by:

Idea Architects

Benefits:

Competitive Compensation; 2 weeks paid vacation, Bonus

Duration:

Part-Time to Full-Time (20-40 hours)

Location:

Santa Cruz, CA 95060

Requirements:

Idea Architects (www.ideaarchitects.com) is looking for an awesome person to work with Founder & President Doug Abrams. Doug is the co-author of The Book of Joy with the Dalai Lama and Desmond Tutu and The Book of Hope with Jane Goodall, and several other fiction and non-fiction books.

Are you a quick learner, extremely organized, and excited about solving problems? Are you extremely motivated and willing to work hard? Are you able to handle high-pressure environments and maintain grace under pressure? Does coordinating an executive’s calendar and scheduling with authors and partners in time zones around the world sound like solving a fun puzzle? Do you write clear warm and grammatically correct emails? Does the chance to support a founder and team that is helping create a wiser, healthier, more just world sound like a dream come true? Do you feel a sense of accomplishment completing small tasks and big projects to support a busy executive with a multiple career disorder? And do you have a sense of humor or at least a good laugh? Are you excited to assist with the executive, editorial, and personal tasks in Doug’s joyful, overstuffed life?

If so, we want to meet you!

We are looking for an exceptional executive assistant who aligns with our values and can help our founder coordinate his work at the agency and as he launches his own books, podcast, and film projects. In this crucial (and much appreciated) role, you will act as the command control as Doug travels worldwide and juggles many projects and roles.

Below are some examples of the work that you will be doing as an Executive Assistant:

Scheduling so that the calendar accurately reflects the meeting title, participants, location/link, and in the correct time zone so that all participants are prepared and present for the meeting. Doing recon on participants and helping to ensure Doug has notes and bios for the meeting.

Handling travel/logistics thoroughly to ensure smooth travel with high stakes and sometimes changing variables.

Thinking Partner/Researcher/Project Coordinator on agency book projects, a podcast, and literary projects. You will have a ring-side seat as Doug works with authors to develop and sell book projects, hatches a podcast, and works on related media projects. You will track projects, research parts of the process, and help organize and arrange everything.

Editorial/Proofreading: If you have editorial skills, you may also be asked to help coordinate and correct letters, personal writing, and other important materials.

Speaking negotiation and logistics: Fielding interest in Doug speaking at events, discussing the invitations with Doug, negotiating terms, and handling logistics.

Completing ad hoc projects and tasks as necessary.

Below are some examples of the work that you will be doing in the personal assistant part of the job:

• Running errands (such as shopping)
• Researching, ordering, and returning products
• Organizing repairs and maintenance with handyman and contractors
• Paying bills and managing insurance, property tax, etc.
• Processing mail
• Providing tech support
• Scheduling appointments and arranging personal travel
• Errands when necessary

**Occasionally requires the flexibility to check email/texts/calls after hours if time-sensitive tasks arise or while Doug travels in other time zones.

Qualities that will make you really successful in the role:

*Extreme organizational superpowers.

*Professional and warm/friendly written and verbal communication skills with excellent spelling and grammar.

*Sense of ownership with proactivity to prevent problems from happening and follow-through to ensure all projects are handled promptly and executed well.

*Ability to accept, implement and provide direct and honest feedback well. The ability to learn quickly and not continue to make the same mistakes.

*A growth mindset and interest in a conscious work culture where people speak with candor and kindness, clear misunderstandings, and don’t hold on to grudges or drama.

*Extremely reliable with adherence to timelines for project completion.

*Eagle-like attention to detail and triple-checking, which comes through by consistently displaying elite quality work products (whether it’s calendaring or internal/external communications). This is a business where accuracy and precision/getting it right matter.

*Expert at juggling multiple priorities at once.

*Comfort with lots of communication/checking in to keep executives apprised/on track.

*Computer savvy/capable of solving problems and working with technical support to solve bigger issues as needed.

*Experience with Apple products, Microsoft Office, and Google Workspace, and technical agility to learn new programs quickly (e.g., Copper, Monday).

*Has a great sense of humor and thrives in a fun environment (ex., Participating in holiday party talent shows and improv games)

If you answered YES to all the above, love books and reading, are passionate about making a difference with your work, and care about transformational ideas and stories as much as we do, then we look forward to hearing from you and working with you!

Ideally, you would live in the Santa Cruz area, but this is not a requirement for applying.

About Our Company:

Idea Architects (www.ideaarchitects.com) is a world-class literary agency and book/media development company. We work on life-changing and world-changing books and media with visionaries who are creating a wiser, healthier, and more just world. Our clients have included Nobel Laureates Desmond Tutu, Nelson Mandela, the Dalai Lama, Jody Williams, and Elizabeth Blackburn, as well as scientists like Stephen Hawking and Jane Goodall and activists like Bryan Stevenson and Christiana Figueres.

Please reply to this posting with your resume and a cover letter that addresses the qualities/values listed above, with specific examples of how you embody them in your professional life. Please provide references.

Job Types: Full-time, Part-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Santa Cruz, CA 95060: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Personal assistant: 2 years (Preferred)
• Executive assistant: 2 years (Preferred)

Work Location: Hybrid remote in Santa Cruz, CA 95060

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