HPS

Executive Assistant/Office Manager

Summary of Position

The Executive Assistant represents Michael and Amy Port in their business and personal affairs. This is a crucial role, as the Executive Assistant helps improve the Ports' productivity and effectiveness by reducing friction and enabling them to focus on business development and support of the team. Additionally, the Executive Assistant will coordinate and maintain information to advance and support the strategic goals of the organization, and manage the office.

Duties and Responsibilities
The essential functions of the position

This job description is a summary of typical functions of the position, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks, and duties of this position might differ from those outlined in the job description and other duties, in order to meet business or organization needs.

  • Management of travel (including but not limited to: air, ground, hotels, itineraries, etc.).
    • You can do this if you’re a wiz at managing reward points and booking the most convenient flights along with the best hotels in the ideal location. You also find it satisfying to use the right credit cards to earn the maximum reward points. You like playing the travel management game because there is a lot more to it than just doing a quick search and booking the flights.You can do this if you love making people feel special and secure, and you make sure that every detail is taken care of well in advance.
  • Management of relationship with corporate client contacts for our in-house and external workshops, training and events.
    • You can do this if you love making people feel special and secure, and you make sure that every detail is taken care of well in advance.
  • Management of scheduling: podcast guest scheduling, Michael’s podcast, and Michael and Amy’s appearances on other podcasts.
    • You can do this if you are systems oriented and take pride in making sure that the work that is produced is better because of the way you prepared the guests for Michael’s show and hosts for their shows.
  • Management of Michael and Amy’s calendar
    • You can do this if you are the kind of person that is forward thinking and never waits until the day of to review the day’s schedule. You also secretly enjoy being a little pushy and sending Michael one more reminder text or email than is really necessary.
  • Serve as liaison between Michael and Amy and other team members, vendors and others as deemed necessary.
    • You can do this if you have a high degree of social intelligence and understand each individual’s unique personality and needs, and don’t have a need to be right or make others feel inadequate in any way.
  • Be the eyes and ears for Michael and Amy.
    • You can do this if you anticipate needs before they occur, understand the team’s objectives and help navigate complex situations as they arise.
  • Tracking expenses and receipts for the entire team.
    • You can do this if nothing gets by you and you find it fun to make sure everyone adheres to the process put into place for task like this.
  • Coordinate with Michael and Amy’s house manager/personal assistant to make sure family appointments and events are properly executed.
  • Develop meeting agendas and take notes in team meetings, distributing action items to the relevant members of the team.
  • Create and manage a system for gratitude (thank you notes, flowers, gifts).
    • You can do this if you love to make people feel special and you can identify what kinds of gifts would be unique and personalized. Nothing about Heroic Public Speaking is generic.
  • Management of the office including but not limited to: paying bills, maintaining the IT/copy room, improving and maintaining the filing systems in the office and the online operations manual and document management system, creating and managing systems for storage of equipment and swag, overseeing the cleaning crew and various vendors that service the space.
    • You can do this if you’re the kind of person who knows exactly how many paper clips we have, orders ink for the copier months before it runs out, can’t stand seeing a frame on the wall misaligned and must stop to straighten it immediately.
  • Various errands, such as purchasing supplies, gift-shopping and deliveries, handling returns.
  • Other duties and responsibilities as needed.

Location

The company headquarters are located in Lambertville, NJ at 278 North Union. Here are a few pictures of where you’ll be working.

Travel Requirements

This position rarely requires much travel.

Type of Employment/Benefits

This role is a full-time position. The company offers enrollment in a Platinum health insurance plan through United Health Care and pays 50% of the premiums if you choose to enroll.

Additionally, the company offers a very generous retirement plan in the form of a Defined Benefit Plan and contributes pre-tax dollars equal to at least 9% of your salary each year. There is also a 401K plan to which you can choose to contribute if you’d like. Your contributions to the 401K can be in the form of a post-tax ROTH 401K or pre-tax Traditional 401K.

Education and Qualifications

We don’t really care where you went to school or what level of education you’ve achieved. We care about who you are now and how you show up in the world now. We have a highly intelligent and sophisticated group of people working together with shared values. We have more staff members with Masters degrees than the typical non-academic organization; however, almost none of these degrees are actually related to the work they now do. The point is: how someone did in school or where they went to school or what they studied isn’t the first thing we consider when making our hiring decisions.

We do however to expect that you have:

  • Experience with and are comfortable using technology and the internet to improve work efficiency.
  • Knowledge of process, project and program management theory and practices - and the ability to apply them when solving operational issues.
  • Ability to quickly learn new tools and technologies.
  • Ability to effectively communicate and collaborate with a diverse range of people and job functions.
  • Experience creating systems and structures where none currently exist.
  • A high degree of organization, and are meticulously detail oriented, proactive, efficient, and service focused.
  • Exceptional written and oral communication skills.
  • A high degree of attention to principals' preferences and style, and are able to anticipate and address needs.
  • Ability to maintain discretion (signing a confidentiality agreement is required).
  • Professional presentation of self and great personality (kindness and a sense of humor required).
  • Ability to work collaboratively, developing and maintaining cordial working relationships with service providers, contractors, and vendors.
  • Ability to take direction and manage up.
  • Resourcefulness (you’re not a wait to be told what to do kind of person).
  • Strong professional presence with excellent interpersonal skills.

Note, this job is not right for you
if you:

  • Gossip or compete with others for status.
  • Get overwhelmed easily (or if you do, you don't wear it on your sleeve).

How to Apply

The position is open immediately. Women, men, LGBTQ, and people of color are encouraged to apply. If you think the description of this position fits you like a glove and you’d like to apply, please click here and include:

  • Your resume.
  • Cover letter.
  • Salary history and references.
  • Links to your various social media profiles and any other online property or platform where you have a presence.
  • A short video introducing yourself and why you think you’re the best person for this position (set your humility aside).

Thank you in advance for you time, consideration, and application. We’re a small family business. We love what we do but we love the people we do it with even more. We take the needs, desires, and dreams of our staff into consideration when making strategic or business decisions. We work to support and develop the people that are willing to give their time and talent to the growth of our business. We also try to make the hiring process enjoyable and meaningful so even if it doesn’t turn out to be the right fit at present, we’ll all be better off for meeting each other and getting to know each other.