Executive Assistant [CLOSED]

Job Title

Executive Assistant

About The Company

Paper Plan, founded in 2018, is an e-commerce brand that sells on Amazon via the FBA program. We have a small team of 7 full-time team members, located around Europe and Asia.

The company was founded by Callum, who is Australian, but resides in Europe now.

To scale the business and grow the team, Callum is looking for a highly capable Executive Assistant to join the team.

About The Role

In this pivotal role, you will have the opportunity to directly support Callum and his Operations Manager, Nadia in various aspects. As an essential member of the team, you will play a key role in freeing up their time to focus on their unique areas of expertise.

You MUST have experience in a similar role and really WANT to do this for the long term.

Within this role, you will be responsible for:

💁🏻 Assisting The Leadership Team

Working closely with the CEO and Operations Manager as their right hand.

🤔 Problem Solving

Helping to address issues that arise within the organization. They can play a critical role in troubleshooting, brainstorming solutions, and coordinating efforts to resolve problems.

🔎 Research and Preparation

Research topics, prepare briefings, and help the executive prepare for meetings and presentations. This can ensure the executive is well-informed and prepared, which can facilitate better decision-making.

📒 Project Planning & Scheduling

Craft strategic project plans, including resource allocation and timelines. You'll coordinate cross-functional teams, balancing project deliverables against deadlines, and continually adjusting plans to address unexpected challenges or changes in the business environment.

🙍 Personnel Management

Managing staff assignments, providing performance feedback, and fostering a collaborative work environment to ensure project tasks are completed efficiently, effectively, and in line with the company's values and objectives.

🫱‍🫲 Meeting Facilitation

Schedule, lead, and manage remote meetings across various time zones. You'll set clear agendas, promote open dialogue, ensure action items are tracked and followed up, and use collaborative tools to enable effective communication and decision-making despite geographical distance.

📊 Process Management

Managing and continually refining our processes using Miro. You'll design accurate, up-to-date flowcharts that depict our workflows, identify opportunities for improvement, and implement changes to enhance productivity, reduce errors, and ensure alignment with our business objectives.

↔️ Cross Department Connector

Serve as the vital link between all team members. You'll maintain an up-to-date understanding of each team member's tasks, enabling efficient status reporting and coordination. You'll foster open communication to ensure seamless collaboration, task progression, and information sharing across departments.

✅ Task Execution

You'll often be directly involved in executing tasks, stepping in to ensure that the project stays on schedule. This could range from problem-solving technical issues to directly handling operational tasks when necessary to meet project goals.

About You

🔍 Relevant Experience

2 Years of experience working remotely as a Virtual Assistant for a business owner or CEO

💻 Technical Skills

Proficient in Excel, Google Suite (Sheets, Drive, etc.), Canva or Adobe, Airtable, Squarespace, and Zapier. Familiarity with SEO and email marketing. Exceptional attention to detail, never missing emails, calendar invites, or financial deadlines. Polished in executive interactions.

🚀 Proactive and Accurate

The ideal candidate is proactive and detail-oriented, ensuring accuracy in research and financial matters. They are comfortable respectfully challenging ideas and providing valuable perspectives.

🗣Clear and Concise Communicator

The ideal candidate communicates clearly and concisely, translating discussions into actionable objectives for themselves. They possess strong communication skills.

💡Adaptability and Entrepreneurial Mindset

The ideal candidate embraces a dynamic work environment, adept at context-switching and handling diverse activities. They enjoy the entrepreneurial nature of the role.

🇬🇧 Proficient English Speaker (comfortable talking, witing, reading)

Benefits

• Competitive Pay: Earn $1200 - $1800 per month*, providing fair compensation for your work.
• Full-time & Fully Remote: Enjoy the flexibility of working remotely**, allowing you to work from anywhere.
• Annual Bonus: Based on hitting KPIs, there is an annual bonus of 1 month salary, providing an additional incentive for your performance.
• Growth Opportunities: As the business expands, there are opportunities for development and salary increases. You can grow into roles within the business.

* Please note that this is a gross salary and that you are responsible for any tax-related procedures in your country of residence. We kindly ask you to apply only if you are happy to work remotely as an independent contractor.

** Your schedule is flexible, all we ask, is that you are available for 4 hours per day between 9am - 5pm Central European Time

How to Apply

Use the application form link above.

• Only candidates from Eastern Europe will be considered.
• In case you are applying for a full-time role: Please note that this position requires 100% commitment and is not suitable for those seeking a side job, freelance work, or part-time employment. It is important to only apply if you intend this to be your primary and only full-time job.

Application Process

1. Submit your CV via the link above. You should answer “Water” to the question about your favourite sport.
2. If your CV is interesting for us, we will send a short aptitude test for you to complete.
3. Video interview with Operations Manager & CEO.
4. Paid 4 hour test task.
5. Final interview.