Executive/Personal Assistant To The Chief Executive Officer 

-- Volunteer Part-Time Position

Company Overview


​William Ballard Enterprise, LLC is a Business Coaching and Marketing Consulting firm with a mission to glorify God by helping small business owners, entrepreneurs, writers and authors, as well as churches and ministries make the plans necessary to achieve their most audacious goals and dreams.  We are a start-up that is growing fast. We are a mission-oriented company and we're looking for an amazing, part-time Executive/Personal Assistant to join our Executive Team in support of our CEO, William Ballard. 

​Learn more about what we do and our Core Values, here. And if you are a highly organized administrative professional with experience supporting C-Level Executives in a start-up capacity, read on to learn more about this exciting opportunity!
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Position Overview


​​William Ballard Enterprise's main headquarters and parent company is currently seeking a high level, experienced and all around awesome Executive/Personal Assistant to join our Executive Team. The Executive Team works together to provide exceptional administrative support to the executives of William Ballard Enterprise, which include William Ballard (our CEO) -- as well as serves our clients and customers. 

​This is a part-time, volunteer position within our main headquarters and parent company, reporting directly to our CEO, William Ballard. It is primarily a work from home, virtual position, however. Traveling to work in-person may be required several times per year. For this role, you’ll work no more than 3 days per week with typical hours within 8am-4pm CST, Monday-Friday, but is somewhat flexible, as the position is more about accomplishing certain tasks and objectives with a high level of responsiveness than adhering to a set clock-in/clock-out time. Occasionally, there is a need to work additional hours on evenings and weekends during a product launch or other events throughout the year.

​​The interested candidate must possess exceptional organizational and communication skills. He/she will manage William's personal and professional calendar and schedule so that he is able to be the most productive to his associates and clients.  He/she must also have an entrepreneurial drive and be a highly motivated, goal-orientated individual who will ultimately become the backbone that makes the company continue to grow and succeed.

Mission


​​The mission of the Executive/Personal Assistant is to stay five steps ahead of their leader, tracking all of the administrative details, and clearing the path for him to make his greatest contribution to the company and shareholders. The Executive/Personal Assistant will be a key asset to the CEO by anticipating needs at an exceptionally high level, allowing him to develop vision and strategy necessary for all aspects of William Ballard Enterprise that way we can reach our organizational goals and objectives. 
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While repetitive 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 firm. The most important responsibility of the Executive/Personal 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 the CEO.

The Executive/Personal Assistant also needs to be someone who is flexible and willing to handle a variety or projects and tasks. The following tasks are a sampling of what is typically required on a regular basis:
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  • ​Meeting management including preparing agendas, printing financial reports, taking notes, distributing action items, and arranging catering
  • Communicating on the CEO’s behalf (both internally and externally)
  • Email management on behalf of the CEO (both personally and professionally)
  • Running errands and attending in person meetings multiple times per week
  • Checking the P.O. Box several times per week and processing mail to various departments
  • Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers, etc.
  • Light project management and accounts payable duties
  • Weekly expense reporting on behalf of the CEO and Executive Team
  • Complex Calendar Management and Scheduling (both personally and professionally)
  • Event Planning
  • Booking and Managing the Executives' Speaking Engagements
  • Customer Service
  • Launch Support
  • Varying Personal and Professional Tasks Requested by the Executive Team

Organizational Objectives & Expectations

  • You will represent our CEO by handling all communications and scheduling with team members, partners, contractors, and others outside the organization.
  •  You will plan, run and complete set projects given by our CEO.
  •  You will manage his calendar to ensure efficient scheduling.
  •  You will handle details for the organization that fall under the responsibility of our CEO
  • You must be a positive, happy, energetic, and honest soul who is a creative thinker, problem-solver, self-motivated, detail-oriented, and not afraid of hard work.
  • You must be professional at all times
  • You must be a person of integrity and maintain high ethical standards
  • You must be able to exercise discretion where needed, at all times

Requirements, Competencies, and Skills

  • Proficient in Microsoft Office – Word, Excel, PowerPoint, etc.
  • Social media management and marketing
  • Excellent verbal, written, and interpersonal skills
  • Ability to execute with attention to detail
  • Execute the utmost discretion and confidentiality – must be trustworthy
  • Ability to multitask and prioritize workload
  • Ability to remain calm under pressure
  • Some sales and marketing
  • Writing and editing
  • Digital marketing  
  • Content Creation
  • PDF Creator/Designer
  • Adobe Premier Pro (Photoshop, etc.)
  • Digital Photography
  • Proficient in QuickBooks (tracking expenses and conducting financial reports)
  • Excellent organizational and time management skills
  • Pro-active problem-solver
  • Motivated and self-disciplined
  • Exhibit strong presentation, analytical, and organizational skills

Note: As you can see above, organization and management skills are a must. 

Primary Areas of Responsibility & Proficiency 

  • Calendar: Must be able to organize our CEO’s calendar around a 90-day strategic plan and weekly objectives, set and confirm all appointments, and schedule all travel. 
  • Email Management: Must be able to manage our CEO’s emails and reach inbox zero by 5pm every business day. This means everyone has been responded to within 1 business day -- even if it means a discussion at a later time. There may be extensive communication with partners, affiliates, and even some customers. This must be handled quickly and professionally to ensure we are serving all of our stakeholders in a spirit of excellence. 
  • Administrative Tasks: Must be able to coordinate details for administrative tasks including consulting projects, working with contractors, and so forth.  Manage any business finances not covered by accounting and bookkeeping, including our CEO’s business expenses and any fees for services or products pertaining to the business. Provide monthly expense reports by the last day of the month by 5pm.
  • Personal Assistant: Assist our CEO in managing household tasks, such as laundry, cleaning, and other miscellaneous needs. This includes scheduling, communicating with, and paying for certain kinds of services -- such as lawn care, etc. Run personal errands such as dropping-off and picking up dry-cleaning, grocery shopping, meal preparation, and vehicle maintenance (washing car, etc.). You are expected to ensure that these tasks are taken care of.
  • Quality Communication: The EA 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 could include in-person meetings, virtual video calls, Slack messages, text messages and/or emails.
  • High Level of Discretion: Since our EA will regularly work with confidential information, discretion and sensitivity regarding financial information is a must.
  • Team Player: In addition to working directly with the CEO, the EA will also work with members of the Executive Team and several other high-level EA’s from other departments. They’ll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping.
  • Anticipating Needs: As a part of our commitment to enabling our CEO to serve our company
    and customers at the top of his game, our EA will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead of your leader, clearing the path for him to make his greatest contribution.
  • Affinity for Technology: Our executive assistant will be a technologically savvy user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Expensify, Slack, Zoom, Google Suite, Asana, Microsoft Office Suite, InfusionSoft, WishList Member, Rhino, Weebly, etc., we are willing to train the right candidate.

Qualifications 

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​Mindset and Personality
  • Self-starter and self-manager: We are looking for someone who takes initiative, anticipates needs, and gets things done consistently on time.
  • Responsive: Though we love the flexibility a virtual business affords, we are committed to a high level of responsiveness both inside our business and with our customers.
  • Goal-oriented: We are a results-driven company. We are looking for someone who gets excited about reaching and exceeding goals.
  • Committed to excellence: In everything we do, we want to exceed expectations, and reflect positively on the brand. We want to provide a WOW experience. 
  • Positive attitude: Our ideal candidate has a can-do spirit, is fun to be around, does not complain, make excuses, or gossip.
  • Professional appearance and demeanor: Our audience and those we work with experience our brand in 3D through our team members. We strive to present ourselves in such a way as to reflect well on our brand and reputation. 
  • Grace and poise under pressure: In a high-growth business, things are always changing, and there are times when things get intense. We pride ourselves on being able to function at a high level even when things get busy by working together as a team and communicating effectively.
  • Servant-hearted leadership: The EA must be able to run point on large projects, and communicate effectively with our team, but also have no problem jumping in and getting his/her hands dirty in order to reach our targets and objectives.
  • Entrepreneurial drive: As we continue to grow, we are seeking team members who have internal drive, entrepreneurial mindset, and a desire for personal and professional growth.
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Professional Background


Education: Bachelors degree in a related field is preferred (MBA a plus)
Physical: Ability to bend, reach, and lift boxes and office supplies up to 30 lbs.
Knowledge and/or Professional Experience Preferred in the Following:
  • 2-5 years of administrative assistance across a variety of industries supporting start-ups and entrepreneurs in an administrative capacity
  • Past volunteer and entrepreneurial experience (a plus)
  • Successfully working in a virtual environment
  • Successfully working with High Profile Speakers/Authors while displaying discretion and confidentiality
  • Extensive calendar management
  • Travel booking
  • Event planning
  • Customer service
  • Platform building
  • Social media management
  • Blog management
  • Content Creation

Application Instructions:


​​To apply, please submit the following via email to careers@williamballard.org:
  1. Cover letter and PDF of your resume
  2. Tell us how you heard about this position
  3. StrengthsFinder Top–5 Strengths Report (optional)
  4. Kolbe A Index Assessment (optional)​
  5. Myers/Briggs Personality Test (optional)