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Executive Assistant


Who We Are

Hi. We are Capital Commerce.

We help retailers increase their online sales. We do this through a few ways:

  • Programs that fully equip retailers with a beautiful, high-converting site and the strategies to increase traffic and create repeat purchases.
  • Full-service marketing to increase traffic and sales through paid ads.
  • Digital products to education retailers around various ecommerce strategies.

OUR TEAM: 

Of all the things we’re proud of here – our team is first on the list. We put a ton of work into building an incredible culture, bringing on talented people, and fostering a healthy team. 

It’s not for everyone. We hold ourselves to a high standard of continuous development. As a member of our team, you’ll be challenged to expand your capabilities, leave your imprint, and fortify the principles, actions, and ethos that make us the best at what we do. 

We’re currently a small but mighty team of 9 remote team members all across the United States, and we’re all about making a real impact on our clients’ lives while really enjoying what we do. Our founder and CEO, who you will work most closely with, lives and works in Houston, TX.

Job Description

We’re searching for an experienced assistant to execute day-to-day activities, administrative tasks, and special projects for our CEO and by proxy the broader team where needed.

This position touches every corner of the CEO’s life and business, which means the right person will have a passion for coming alongside the CEO and putting the infrastructure in place to bring his big vision into reality.

It’s a big role, and we need someone who has the ability to ramp up quickly when it comes to new information and learning new things. We want someone that wants to “hit the ground” running.

You will be responsible for executing processes and making decisions on behalf of the CEO and work one-to-one on a variety of tasks related to the CEO’s working and personal life.

Josh is a very innovative and free-flowing CEO, which means that what is most important to him is your ability to manage multiple projects and priorities and your ability to pay attention to and follow up on details even when there are several moving pieces. To be the best executive assistant for him, you will need to be flexible, calm under pressure, have unbelievable attention to detail, be a great problem-solver, and be able to work quickly when needed.

At a high level, some of the example projects and responsibilities of this role are:

  • Must be fully present to all details discussed during company meetings, with an ear toward catching tasks assigned to executive team members. Keeping a task list up-to-date to ease communication and aide as a reminder for all is a core requirement
  • Assisting our marketing team in keeping efforts running on schedule and creating organizational systems for operations to run smoothly. This will include working in and improving existing systems as well as developing new systems to make our work easier and more efficient
  • Compile and maintain a complete list of dates important to the CEO (birthdays, anniversaries, other celebrations) that are both recurring and one-time. Proactively order appropriate gifts tailored to the recipient and ensure that each gets a personal touch
  • Scheduling meetings and assisting with coordinating a clean and simple calendar
  • Gathering scorecard metrics for key Executive Team Meetings
  • Coordinating event logistics for in-person and virtual events helping ensure that all parties have a positive experience.
  • Daily email inbox management, organization, and cleanup (email, calls, etc). Though we’ll provide many templates, the ideal candidate will be able to respond in the written voice of the CEO without additional input needed. Additionally, the ideal candidate will be able to write longer-form emails from voice memo communication with a consistent voice.
  • Coordinating travel arrangements for the CEO and related staff. Practically, this means coordinating travel in a way that fits the preferences and anticipated needs of those involved.
  • Assisting with managing relationships with vendors, referral partners, or other business relationships. This can include everything from making sure vendors are paid to sending “Thank you” cards after important meetings.

Qualifications

As a minimum, you have:

  • Technology: Strong ability to learn and utilize software (specifically funnel-building, email marketing, social media, and project management). This also includes proficiency in Google Drive Suite (Docs, Sheets, Presentations) and other relevant software tools.
  • Prioritization Skills: Ability to prioritize emails, tasks, and appointments based on urgency and importance, ensuring that the CEO’s time is allocated effectively.
  • Time Management: Strong time management skills to ensure that the CEO’s schedule is organized efficiently and deadlines are met.
  • Communication: Strong written and verbal communication skills.
  • Attention to Detail: Close attention to detail to accurately schedule appointments, oversee internal marketing tasks, and manage the details of our various marketing efforts, such as product launches, digital events, and .
  • Adaptability: Willingness to be flexible and adapt to changes in priorities, strategies, and tools in a fast-paced marketing environment.
  • Coachability: Able to view failure and mistakes as opportunities for personal and professional growth and is coachable when held accountable in a healthy manner
  • Problem-Solving: Ability to identify issues or challenges and develop solutions to overcome them.
  • Project Management: Has professional experience with coordinating the execution of projects and events (this could be in-person events, webinars, product launches, etc.).
  • Collaboration: Strong collaboration skills to work with our team and contractors to reach goals.
  • Marketing Knowledge: Understanding of (or interest in) basic marketing strategies such as email marketing, lead magnets, webinars, etc.

The Tools Our Company Uses:

  • Basecamp
  • Slack
  • Zoom
  • Loom
  • Google Apps (specifically Google Mail, Calendar, and Drive)
  • Active Campaign
  • Zapier
  • Stripe
  • Canva
  • Quickbooks
  • Zoho Desk (support software)
  • To help paint a more full picture, there are other tools we use that you would likely be less involved with are: Shopify, Klaviyo, and Kajabi

This Job Is a Great Fit For You If:

  • If you love having variety in your week, you’ll love this job. The ability to roll with the punches is highly sought after.
  • You have an interest in the field of marketing and enjoy nerding out on topics that interest you – seeking out books, podcasts, videos, and other resources to dive in deeper.
  • You’re able to have a generally consistent schedule during business hours. This position will work closely with the CEO who works 8-5 CST, Monday through Friday.
  • You’re able to look at past actions to determine future decisions.
  • You want to be a part of a small (but growing) team and contribute to a healthy company culture
  • You are teachable and you own your mistakes. None of us have arrived.

This probably isn’t a great fit if:

  • You need to have every detail spelled out for you prior to taking action (though we welcome plenty of questions when internal resources and Google have been exhausted)
  • Technology doesn’t come easy. You don’t have to be a developer or IT person, but you should quickly pick up on software tools, those listed above and new tools in the future.
  • You’re forgetful or need reminders
  • You’re racist, homophobic, xenophobic, or any other “phobic” that tends to make people rude to others for no reason.

Perks

  • This is a full-time, W-2 position
  • Competitive salary
  • Flexibility to work remotely within a healthy and collaborative culture
  • PTO (minimum of 2 weeks), sick leave (minimum of 1 week), health insurance reimbursement, mental health care reimbursement, 401K contribution
  • Working with amazing small businesses and getting to make a significant impact on communities all across North America

To Apply

Please send your resume in PDF format to [email protected] with the subject line “Hi, My name is (your name), I’m interested in the Executive Assistant position”. In your body of the message, please include:

  • An opening sentence, introducing yourself and how you found this posting.
  • Paragraph #1: Reasons why you think this job is a good fit for you? Specifically, What experience do you have that would contribute to your doing this job well?
  • Paragraph #2: Tell us which qualification of this role makes you stand out above other applicants. Please make paragraph 2 in italics.
  • Paragraph #3: Tell us which role in your experience was your favorite and why
  • A closing salutation including your name, email address, phone number, and the link to your LinkedIn profile.