Executive Assistant To The Chief Executive Officer 

Company Overview


​William Ballard & Associates, LLC is a Business Coaching and Marketing Consulting firm with a mission to glorify God by helping small business owners and entrepreneurs, 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 Executive Assistant to join our Executive Team in support of our CEO and founder, 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


​​We are currently seeking a high-level, experienced, and all-around awesome Executive Assistant to join our Executive Team. The Executive Team works together to provide exceptional administrative support to the executives of William Ballard & Associates, LLC.
 
The interested candidate must possess exceptional organizational and communication skills. He/she will manage the CEO’s personal and professional calendar and schedule so that he is able to be the most productive with his associates and with 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.
 
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 between 8 am-4 pm 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.

Mission

​​The mission of the Executive Assistant is to stay five steps ahead of their leader, tracking all of the administrative details, and clearing the path for them to make their greatest contribution to the company and shareholders. The Executive 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 the company, 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 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 Assistant also needs to be someone who is flexible and willing to handle a variety of projects and tasks. The following is a sampling of what is typically required on a regular basis. ​

Responsibilities: 

Calendar Management: 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. This includes calendar management for content creation (i.e, book writing, articles, etc.), working with clients, as well as with personal situations as they come up.  
 
Email Management: Must be able to manage our CEO’s emails and reach inbox zero by 5 pm 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 independent 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, as well as personal. Provide monthly expense reports by the last day of the month by 5 pm.
 
Content Management & Research: Must be able to track or pay attention to our CEO’s long-form articles and various other forms of content from across the web (Entrepreneur, Medium, Substack, etc.) in order to curate his best work for our LinkedIn newsletter and social media posts. Must also be able to assist with research for book projects and future content objectives.  
 
Personal Assistant: When in-person this includes personal errands, such as dropping off and picking up dry-cleaning, the occasional vehicle maintenance (washing car, etc.), as well as checking the P.O. Box. When remote this includes managing personal calendar and other assistance as it may come up.
 
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 EAs from other departments. They’ll need to be able to collaborate and communicate well with these team members, maintaining a can-do attitude.
 
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 will also provide training for the right candidate.

Qualifications: 

  • ​​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, and 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.

Educational & Professional Background:

Education: Bachelors degree in a related field is preferred (MBA a plus)
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 or remote environment

Skills & Abilities:

  • Communication
  • Time management
  • Extensive calendar management
  • Travel booking
  • Event planning
  • Customer service
  • Creative Thinking
  • Problem-solving
  • Website builder experience
  • Social media marketing and management
  • Content creation and management
  • Graphic designer and/or visual enhancement

Physical Requirements:

  • Physical: Ability to bend and move boxes and office supplies up to 30 lbs.

Application Instructions:

To apply, please submit the following via email to [email protected]:
  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)