Position Overview
Seeking an experienced and highly organized Executive Social Secretary to provide comprehensive personal and administrative support to a C-level executive with extremely limited bandwidth. The ideal candidate will take full ownership of this role, serving as the primary point of contact for the executives' personal and volunteer engagements and managing all aspects of their social calendar, communications, and daily operations with exceptional attention to detail and foresight. This position requires someone who can take charge, make independent decisions, and create structure without constant guidance.
This role is perfect for a candidate who finds great joy in freeing an executive from the personal administrative tasks that are weighing them down and helping their client meet their personal, volunteer, social and networking objectives.
- Part-time role: 2-3 hours daily OR 2 four-hour days per week
- Must be available during US business hours
- Remote work position requiring an excellent home office setup and self-discipline
- The position requires exceptional time management and the ability to prioritize competing demands
Why is this role open?
This is a backfill position. Our previous Phillippines-based EA was with us for 4 years. She has retired. We have operated without her for 3 years. It's now time to backfill the position.
Application Process & Timeline
We are committed to a prompt and efficient hiring process. Candidates who advance to each stage will be notified promptly.
- Application Period: Open through Wednesday, April 17
- How to Apply: Complete our detailed pre-screening questionnaire https://bit.ly/SocialSecretaryPreScreen
no later than April 17, 2025 / 5pm EST.
- Initial Interviews: April 22-23 for selected candidates
- Final Interviews: April 27-29
- Decision & Offer: By April 30
- Start Date: Week of May 6
PayRate
Please note that candidates will have the opportunity to propose their preferred payrate. See How to Apply instructions
Core Responsibilities
- Build, manage and optimize the executive's calendar, including volunteer engagements, personal appointments, and social engagements
- Handle both written and verbal communications, representing the executive with professionalism and discretion
- Research and prepare briefing materials for upcoming meetings and events
- Manage personal affairs including medical appointments, household vendors, and family scheduling
- Maintain confidential records and documentation with absolute discretion
- Anticipate needs and resolve problems independently with minimal executive involvement
Required Skill Sets
- Excellent conversational and fluent English, both written and verbal
- Proven experience (5+ years preferred) as an executive assistant or social secretary to C-level executives
- Demonstrated ability to manage complex calendars and competing priorities
- Strong telephone communication skills with a talent for building rapport remotely
- Exceptional problem-solving abilities and resourcefulness
- Advanced research capabilities and information synthesis skills (LinkedIn ettitquette)
- Experience working within US time zones
- Impeccable discretion and confidentiality
- Computer proficiency including MS Office suite, calendar applications, and research tools
- Previous experience working in an office environment
- Must have a reliable home office setup including:
- Secondary backup laptop
- High-speed internet connection
- Ideally some form of backup power solution
- Proficiency with virtual meeting platforms (Teams, Zoom, Google Meet)
- Derives satisfaction from helping executives achieve personal social and networking goals
What we are NOT Looking for:
- We are NOT looking for an extra pair of hands - we need someone who fully owns their role and can operate with minimal direction
- Someone who needs extensive onboarding or expects the executive to create systems for them
- An assistant who constantly seeks validation or approval before taking action
- Someone who views their role as simply executing explicit instructions
- A candidate who presents problems without proposed solutions
- An individual uncomfortable with telephone communication or verbal coordination
- Someone unfamiliar with the demands and expectations of supporting high-level executives
- A person who cannot maintain absolute confidentiality
- Someone expecting a 9-to-5 schedule with rigid boundaries
- An assistant who waits for tasks to be assigned rather than anticipating needs