Full-Time Personal Executive Assistant Job Description

About CourageLab

We are a nonprofit fundraising consultancy based in Los Angeles helping nonprofit leaders build greater courage and generosity by getting really good at fundraising.

Founded by Julie Ordoñez in 2018, CourageLab, works with small and mid-size nonprofit organizations to coach and train CEOs, founders, executive directors, development directors, and officers in raising major gifts with a focus on building long-term relationships and asking for more. The results have been leaders with a new mindset, an abundance attitude, and the tools to build a new culture of giving that raises 5, 6, and 7-figure gifts.

Mission 

To build a more courageous and generous world by equipping nonprofit leaders with the courage and strategy to ask for more and raise major gifts without burnout 

Core Values

Justice

We exist to build a world where everyone has the opportunity and access to thrive. We can end oppression and extreme poverty in our lifetime. Our work is rooted in active anti-racism. We seek to serve nonprofit organizations and leaders serving and uplifting marginalized communities.

Courage 

Courage is the greatest skills gap in the nonprofit sector and the greatest catalyst for social change. We place impact above comfort and service of others above service of self. To make major change in today’s world, we must choose humility, hold out hope, and become the most courageous versions of ourselves.

Excellence 

The world’s toughest problems demand our very best. We are details-obsessed, addicted to learning and continuous improvement. Our ambition is to create world-class programs and services that mobilize billions to solve the world’s biggest problems.

Job Summary 

This is an administrative and support role for a detail-oriented and resourceful individual comfortable in a fast-moving, mission-driven environment. 

The Personal Assistant will be responsible for all customer service support, systems management, and administrative tasks of the business. They will also be responsible for general support of Julie in personal administrative and operational tasks. 

The ideal candidate is a fast learner, adaptable, loves to work independently, hungry for a high-achieving, fast-paced, and effective work environment; able to handle multiple projects at once and organize plans and feedback ad hoc. 

This is a hybrid remote position. You will need to come to Julie’s home 1-2 days a week. 

Responsibilities 

Both personal and professional responsibilities listed here. The role will be likely 60% professional support in the business and 40% personal. This many fluctuate based on time of year and seasonally what is happening in the business. Other duties, responsibilities, and activities may change or be assigned at any time.

• General administrative support for Julie Ordonez

• Booking and arranging travel, transport, and accommodation for personal and professional travel 

• Manage email inbox: Organize inbox and answer emails 

• Prepare, update, and organize databases and reports 

• Handle confidential employer and client information with discretion 

• Proofreading emails, blog posts, and some copywriting 

• Writing event or reminder logistics emails in brand voice of Julie / CourageLab 

• Calendar creation and management: Schedule meetings and arrange CEO calendar, confirming appointments 

• Arrange payments for vendors and sales expenses; track and manage payments 

• Provide world-class hospitality: send e-cards, gift after-sales, welcome kits, special occasion gifts, etc. 

• Updates to website using Squarespace (reformatting, adding in event details, turning on marketing pop-ups, etc.)

• Creating and scheduling automations and email sequences inside, Kit (ConvertKit)

• Provide excellent customer service to our nonprofit clients and members; respond same-day with tech logistics solutions or customer service needs 

• Podcast production support: Make sure tasks are running on time and communicate with podcast producer; upload videos weekly to YouTube 

• YouTube admin: upload monthly workshops and weekly call recordings into YouTube, write brief descriptions according to SEO 

• Slack admin: Upload weekly call recordings, respond to logistics questions inside Slack or email 

• Payment tracking: Ensure all clients pay on time; notify clients of late payments and handle all invoices and data entry into payment trackers 

• Updating, creating SOPs related to all tasks and projects 

• Event support: in-person event support, running errands, purchasing supplies, researching, calling and booking vendors, venue research, for parties, client retreats or strategy sessions. 

• Personal errands: returns, exchanges, personal shopping as needed weekly 

• Housework in Julie’s home: cleaning the kitchen, doing dishes, laundry, sweeping, mopping, buying groceries and supplies on a weekly or twice monthly basis 

• Project management for Julie’s volunteer commitments reminding her of deadlines and upcoming events; offer proactive support and manage ahead of schedule

Requirements and Qualifications 

• Strong WiFi connection and personal computer

• Reliable car or vehicle and ability to drive locally in Pasadena/ LA area 

• Exceptionally organized, attention to detail, time management, ability to manage multiple tasks, define and set priorities, and problem-solve independently 

• Excellent verbal and interpersonal communication skills

• Able to organize and manage large amounts of files, tasks, schedules, and information 

• Self-directed and able to work without much supervision at all 

• Trustworthy 

• Prompt in communication and closing the loop on tasks 

• Resourcefulness 

• Ability to multitask and prioritize under ever-changing needs and schedules

• Positive attitude and bias for action 

• Proactive -- you strive to get ahead of a problem, instead of waiting for it to become a full-blown fire

• Coachable -- you are willing to participate in ongoing training and constantly push yourself to get better and better

• Must work majority of hours Monday - Friday PST time zone. Flexible on exact hours, ideally available between 8am-6pm for communicating with Julie.  

Basic Knowledge, Proficiency Preferred with the following platforms:

• G-Suite

• Microsoft Office Suite (Word, PowerPoint, and Excel) 

• Zapier

• Kit (ConvertKit) 

• YouTube 

• ThriveCart

• Stripe

• Slack

• Canva

• Squarespace

• Knowledgeable in technology to communicate via computer, smartphone, or text 

Education & Experience:

• High school diploma or equivalent experience

• 1-3 years of experience as a virtual assistant for online entrepreneurs ideal 

This is a hybrid remote position. 

A quiet home / work environment, including: 

• A computer

• Cell phone 

• High-speed internet 

This Role Is Perfect For You If You... 

• Have Executing and Relationship Building themes in your Clifton Strengths Assessment results (Highly recommend taking that assessment - just as a great tool for life if you haven’t before!) 

• High-achieving and a long to-do list excites you 

• Enjoy being behind the scenes, planning and making things run smoothly

• Resourceful and independent—do not need daily guidance

• Deeply committed to personal growth and responsibility  

• Have exceptional communication skills 

• Are super organized but can move quickly to ensure things get done effectively and efficiently 

• Passionate about the nonprofit sector, fundraising, generosity, and social justice 

Compensation

• $62,400 USD ($30/ hour) 

• Full-time 40 hours a week (Some nights and weekends) 

Why This Job Is Great 

• Work closely with Julie and learn the ins and outs of building a business and working in the nonprofit sector 

• Receive mentorship from Julie because you will be in her house and she will get in your business (in the best way possible) 

• Be a part of an incredible mission to powerfully serve innovative leaders changing the world 

• Has potential for growth in amount and responsibility in work 

• Remote 3-4 days a week

Commitment to Diversity and Inclusion

CourageLab is an Equal Employment Opportunity Employer committed to workforce diversity. We believe that diverse perspectives create new solutions to old and complex problems. Julie Ordonez LLC is committed to recruiting and retaining a diverse workforce. Over 70% of the individuals hired—coaches, strategists, copywriters, photographers, designers, and lawyers—have been people of color. BIPOC (Black, Indigenous and people of color) and especially women of color are encouraged to apply.

To Apply

Submit your cover letter and resume to julie @ julie ordonez . com 

Include Subject Line: Personal Executive Assistant

Please provide 3-5 references. 

For each reference, please provide the following:

• Name

• Phone

• Email

• How long you’ve known the reference

• Context of your working relationship

Note: All DMs on social media platforms related to this position will be ignored. 

If you struggle to complete the application process as listed above, your application will be ignored. Thank you.

Deadline

Applications open through December 2024. Looking for someone to start in January 2025.