Executive Assistant to the Visionary/CEO

About Us

Williamsburg Learning (WL) is an educational services provider that provides curriculum, mentors, and courses for Williamsburg Academy, Leadership Academy of Utah, Williamsburg Academy of Colorado, and other partner schools. Our mission is to prepare promising students for meaningful lives as principled leaders and we do that by providing transformational learning experiences. 

We have several values that are very important to all team members. If these values speak to you, you are excited about the job description, and you meet the listed qualifications, we want to hear from you!

Growth: We seek to be constantly learning and growing both personally and professionally. 

Right Action: We strive to do the right thing for colleagues and customers at all times.

Culture of Belonging: We’re real. We’re authentic. We know there’s more to life than just work, so we try to make it fun and build real connections with each other as we go.

About the Position

The Executive Assistant (EA) is a fundamentally support to the Visionary(CEO). The EA must see the big picture of the Visionairy's life and help them stay aligned with their purpose and priorities. This position will work up to 30 hours per week.

Message from the Visionary (CEO):

The Top Responsibilities of this role include the following:

Time and Energy Management

Manage my work and personal calendars. 

Maintain a rolling 12-month calendar for me. Help with planning and coordination. 

Make reservations, research events and opportunities.

Plan travel, including air, hotel, ground transportation, restaurants, etc. 

Inform me of upcoming commitments and responsibilities.

Act as a gatekeeper. Ensure that only the right people and projects have access to me.

Help maintain my work schedule at WL (my working hours throughout the week).

I break my days in three categories. My EA will understand this and help me follow it:

Focus days––working on strategic projects; need no distractions

Buffer days––tasking, email, meetings, getting things done

Free days––24 hours midnight to midnight where I do nothing work related

I don’t want to:

Manage my EA’s time or tasks.

Hold my EA accountable. Instead, I want an EA who is accountable.

Motivate. My EA must have batteries included.

I do not expect my EA to always be in work mode. In fact, I expect my EA to hold clear boundaries and have Focus, Buffer, and Free days just like I do. Emergencies are the exception to this and they are rare. I rarely expect my EA to be available during nights and weekends. If he/she does the job well, this will not be needed.

Understand, prioritize, and connect my long-term projects with immediate tasks. 

I envision touching base daily, probably in the AM synchronously and then via text/calls informally as needed.

Written Communication

Communicate on my behalf to colleagues and my network. This can include email, Asana, and other messaging/documentation formats.

Understand my communication style and exercise good judgment about which items need to be brought to my attention.

Sometimes confidential information comes across my desk. Handle communication and tasks discreetly, sensitively, and efficiently.

Facilitate communication with staff and interface with colleagues and clients on a regular basis in a warm and professional tone.

Project Support

I only work on projects that can generate or save 1M in ARR (annual recurring revenue)

Manage Asana for me. 

Manage my work email inbox. I separate work from personal email. I only want to handle important emails myself, maybe 10% of the volume. Keep with our one business day response time.

I want to communicate with my EA via text, phone and Zoom primarily. 

I use Apple notes to organize much of my life and will want my EA to collaborate with me on it. 

Organize and batch the items for which you need my input so I can handle them quickly.

Commit to looking at the big picture. Assist in the creation of new systems, including documents, resources, templates, communication rhythms, surveys, schedules, spreadsheets, etc. Must be able to wrap head around all components of a system and put the pieces together in a way that is fluid and makes sense. 

Learn how I use thinking tools like the Impact Filter and Experience Transformer. Facilitate my use of them for delegation.

Administrative Responsibilities

Over time, gain an understanding of EOS to help me keep the company using it effectively.

Be willing to read books and learn new strategies, thinking tools, etc when needed (this is all on the clock time)

Handle documents. Keep my digital files organized in a system that we both understand. Be able to locate and submit documents for me such as tax returns, paystubs, financial statements, etc.  mail, both physically (to in-office team members) and digitally (to remote team members). Handles all communication and tasks discreetly, sensitively, and efficiently.

Payments and Bills. I don’t handle these, but sometimes they are sent to me. You’ll need to ensure they are approved and hand them off to our a/p team.

Birthday/Anniversary Recognition: Maintain a list of important people in my life (work and personal) and task me with sending handwritten cards to them. I want to write cards weekly. Order nice stationary for me (work and personal) so that I can easily write cards.

Birthdays for all employees and important stakeholders.

Work anniversaries, 1, 3, 5, 10.

Order gifts as needed.

Thank yous.

Make purchases on behalf of me and classify expenses in finance expensing software.

Manage my LinkedIn profile. Help me strategically build my network. Manage the company LinkedIn account and work strategically over time to upgrade and improve it. 

I do a lot of networking. Constantly meeting new people and reconnecting. I need my EA to be aware of who I’m meeting with and why, and help drive the objectives tied to each relationship. Usually, it’s me helping someone or someone helping me. 

Assist with the planning and execution of the Exec Annual Meeting

Help with secretarial side of the company stock plan

Assist with filing state or federal paperwork as needed (BOIR, business licenses)

Scribing for Exec L10

Company Culture

Help me create and deploy the company PD plan each year.

Company retreat planning

Growth Challenge planning and implementation

Weekly editing, building, and sending of The Williamsburg Weekly

Execute the annual Christmas card process

MCing company-wide PD meetings

Assisting with SOC prep each quarter

Planning and execution of the Annual Team Kickoff 

Meeting & Agenda Management 

Create agendas, send reminders, and complete follow-up action items as needed for my meetings.

Learn how to use AI tools to make meeting management and notes efficient..

Interact with other EAs. Most of my external network have EAs and you’ll need to coordinate with them to arrange meetings, etc.

Create slide decks when needed. I don’t use them very often.

• A Bachelor’s Degree
• At least 3-5 years of work experience (in-person or remote)
• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Proficiency with office productivity tools and an aptitude for learning new software and systems, particularly Google Suite and Asana
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the company and its employees
• Exercises a high-level attention to detail

• Master’s Degree
• Education/experience in communications, business administration, and/or human resources
• Experience in Hubspot or a similar CRM
• Experience in developing internal processes and filing systems
• Experience in overseeing budgets and expenses

• Paid Time Off (PTO)
• 401k with up to 4% company match
• Paid health benefits
• Growth opportunities for a go-getter who wants to increase their level of responsibility and compensation over time