I’m looking for an Amazing full-time Personal Assistant to join our team here in Springboro! Tech-savvy, fast paced, intelligent, fun to be around, and motivated is a definite MUST in this role!
We are high volume Real Estate Investors so real estate, construction, or similar industry experience would be helpful but isn’t required.
Are you a smoker? We do not hire smokers, your appearance in front of a client is vital and we have folks allergic to smoke here so we have a strict no smoking policy for our entire office!
This will be a LONG TERM, permanent role, so if you apply, please be sure you’re available and committed to this job long-term…we need the exact right fit for this role. Let me say that again: this role is for an Executive Personal Assistant. It's not just a "job." It's a VERY important role that makes my life and our office operate well, and it will need to be an important facet of yours, too - it's a wonderful opportunity for the right person! What does that mean? It means...there are plenty of folks who can be office admins, but only a few great ones who truly LOVE to help others, love supporting the CEO in his role, and love being a very important part of a team.
Standard office hours are 9a-6p but we definitely work later some nights for sure. If you have a commitment that makes you be home exactly on time...this won't be for you.
We are only hiring because my primary PA is going back to school and is going down to 3 days per week in the office and we need to fill in for her absence. I have another full-time PA who is amazing, but she's already taking on so many various roles in our office that we still have an abundance of high-level tasks needing done, and that's where you come in :) We will work together 100% as a unified team. You’ll be in group chats and constant communication with my current PAs and you will need to work together seamlessly. They are absolutely amazing and you will get along super well if you’re a great person like they are.
Since you’ll work on a variety of tasks that will change all the time, you have to be adaptable, fast on your feet, and once again….intelligent. I have a severe case of ADHD and I’m a bit of a perfectionist. I’m very specific on everything I want. If you’re not used to working with someone like that, this won’t be the role for you. I have a bit of HFA (high functioning autism) so definitely look it up before you apply so you understand the pace at which I operate.
As a PA, you'll be my number one person for information, organization, managing my schedule and calendar, managing marketing and data tasks, working with our vendors and partners, scheduling and ordering items, negotiating with an entire host of suppliers and vendors, etc. You'll do everything from making lunch to helping me manage a scheduled campaign on a tight deadline and budget. Marketing is vital and you must ensure that all marketing goes out like clockwork! I'm extremely fast-paced and have a major case of ADHD (really, not just saying that) so it's your job to keep me on track, on task, and take over all of the extra overflow tasks so I can focus on my top 5 core competencies that must be done for our business to run properly. If I'm spending time focusing on tasks you can do....we certainly will never get ahead!
I have to be able to delegate super important stuff to you and trust that you'll get it done and find awesome ways to speed it up, streamline it, and turn it into a system and a process that others on the team will follow.
Since we'll be working together a ton, most likely sharing an office....you have to be positive, motivated, upbeat, and fun to be around most of the time. Bad days are OK and certainly happen, but I'm looking for a drama-free assistant to enjoy working with who will help me get 3x productivity out of my time and ensure I'm not wasting time on tasks that others should or could be doing. On a normal day (which changes all the time) you'll find yourself split 70% on marketing and tracking and customer service type tasks, and 30% on personal assistant tasks. Don't worry, you don't need to be an expert in marketing at all. You simply need to be tech-savvy enough to perform the functions we need and track it all with perfect consistency.
You'll assist others as needed including the COO, the Sales Manager, and others but your priority will always be my stuff. Here's the secret to success in this role - my other 2 PAs are absolutely amazing because they learn my style and predict needs in advance including knowing I'll be 8 mins late to the doctor every single time and calling to tell the doctor's office, knowing when to order something a week in advance so I don't run out, etc.
You’ll work in CRMs, type a ton of stuff (60+wpm required), call and do major in-depth research on dozens of things to find the best answer, help out our AR/AP each week and preparing invoices, paying contractors, etc. You’ll make lunch, ensure the office is stocked and supplied with everything (drinks, groceries, supplies, paper, etc), and so much more. You’ll work with our vendors, negotiate new flooring accounts and suppliers, call roofing crews, call landscape crews and get work done on tight timelines, you’ll visit job sites sometimes and ensure work is done, take pictures, and post Realtor signs. You’ll handle and track expenses, our marketing budget, call to negotiate with vendors, insurance companies, cell phone plans, and so much more.
Great example: I wanted a baby kitten just now. A VERY specific type of kitten. My PA Heather called, emailed, text messaged, and chased down 57 different places with very specific instructions just to find this kitten! She joined FB groups, got referrals from industry professionals to find the right breeder, went to the certified TICA website and found breeder referrals from there, and ended up sourcing the perfect specimen at a great price with all certifications we need from Arkansas. She then arranged the flight and is going to pickup my gorgeous new kitty on 11-10-20 and handled 100% of it herself. Oh, but it gets better - the first cat died and the breeder refunded our money. Without even telling me, she scrambled all morning to find a new one exactly like it that she could get in the shortest timeframe possible. She changed the flights, found one a day earlier in PA instead, and only told me AFTER all of that happened. That's the incredible level of support and help I'm looking for in my business and my life. Don't worry, you won't be asked to fly to pickup a cat very often LOL.
She has 5 ongoing major projects right now that are all similar in scope and scale. Tax stuff, new insurance companies to compare that require 5-10 hours each of documentation to make a very important $75K decision, new AR/AP software to compare which involves 5 different web demos of 1hr each, chasing down a specific type of oral surgeon for some major dentistry work and reading 200 local reviews, etc.
It’s a DETAIL ORIENTED job, and nothing less than near-perfection is acceptable! You’re in charge of big things, large dollar amounts, things that are critical….only the best will do ☺ Beyond that, you have to be very private and a vault with details. I will trust you and my other PAs with information, secrets, personal stuff, etc that I would never share with the public or my general team. If you’re not an absolute VAULT with information, I’ll never trust you and this will not be the fit for you.
My PAs keeps me on task, focused, etc. They track my entire life in Google Keep, keep my calendar, my travel, my plans, book my vacations and negotiate discounts to save money,
I am only looking for someone who has the right heart and spirit; meaning...there are dozens of things that are important to me that simply don't ever get done the way I want them because we're too busy. Thank you cards to clients and friends or special gifts that have meaning sent at the right time to that client who is sick. We do birthday parties for our co-workers and often rent out the VIP suite for bowling parties and have a blast (just did last night for Halloween!), but I want to kick these up a notch. Our team is my number one priority and the only reason I love what I do so much. After all, out of the 13 here, half of them are friends and family and we quickly adopt the other half!
We have an amazing team here! Everyone here is an excellent culture and team fit or we would not keep them. It’s super important that you fit into that as well. It’s a fun place to work, but it’s fast-paced, sometimes stressful, and certainly crazy. If you’re not good at organizing chaos and getting things done with only 1/3 of the information….this will NOT be for you. I’m looking for an assistant that will help me get 3x productivity out of my time and ensure I’m not wasting it on tasks that others should be or could be doing. Being a small growing company, we all wear multiple hats. We all pitch in when needed to help each other. If you’re not that kind of person you won’t fit in well here.
What's the atmosphere like? How about...happily frenetic! Maybe that's it. It's fast-paced, you're going on 30% of the info and need to use context clues, intuition, and intelligence to figure things out, all while the entire team is cheering you on and wanting to see you succeed. We're all here to help, but we're also all so busy (hence this hiring ad!) that you definitely need to be a motivated problem solver, quick-witted, and sharp.
There's a ton of room for growth. You'll either be a perfect fit here or you'll stick out like a sore thumb. If you are that perfect fit, I can promise you'll love your career here more than anywhere else you've been and will be well rewarded for it. The pay is just where it starts...we offer many other perks, bonuses, raises, etc for awesome people that make our lives better.
I could ramble on forever but it's time to end this super long job ad. We offer a ton of perks such as:
If you've read ALL of this and you know for sure this is the career you see yourself loving with a team you want to join, tell me WHY in a cover letter and send me a great resume! Why is this the job for you? Out of 150+ applicants that we'll receive...why do I need to interview you immediately? Be as creative and thorough as you can as we use this as first line of defense to avoid wasting time reviewing 150 resumes! As the ad says above, we're too busy for that lol. And my ADHD would never allow me to review the 150 anyway, so I only see the ones that truly stand out in a big way!
I truly look forward to hearing from you and I hope we get to work together :)
We’re a small team of 13 here and we’re growing every day. We buy properties in all of Dayton, Cincinnati, Columbus, NKY and we’ll be expanding to a few other markets soon. We’ve been in business for 18 years and have bought and sold over 2,000 properties!
We are huge on team culture, helping each other, having fun, going to VIP bowling parties, Top Golf, and making work fun. If you feel like you’d be an amazing fit for our team and know you can crush it here…you know what to do!