Executive Assistant (Job ID: CHASAM1EA)

About the Client:

The client is an FSU junior majoring in Professional Sales and Risk Management Insurance while running a multi-state insurance sales district (managing full-time agents and seven-figure municipal accounts). Beyond his core academic and business commitments, he serves in leadership across three campus organizations (Relay for Life Finance Director, Gamma Iota Sigma Involvement Coordinator, FSU Sales Club Exec Board), leads campus prospective student tours, and is launching a tech startup, Chapter-ly.

Operating at an exceptionally fast pace, he requires a highly structured operational assistant to manage logistics, schedule governance, and administrative friction so his focus remains on high-value execution.

About the Role:

This is a high-leverage, part-time (15–20 hours/week, ~3–4 hours/day, Monday–Friday) operational role. Acting as the client’s administrative anchor, you will execute a structured daily routine featuring 15-minute morning and evening touchpoints to set priorities, take on delegated tasks, and audit completed work.

You will own the master calendar, handle ad-hoc administrative/personal errands, leverage advanced AI to automate workflows, analyze sales practice reps, and keep all academic, venture, and extracurricular logistics strictly on track.

Key Responsibilities

• Daily Governance & Check-Ins: Conduct a 15-minute morning briefing to set top priorities and accept daily task delegations; conduct a 15-minute evening check-in to audit progress and close open loops.
• AI Workflow Optimization: Utilize advanced AI tools (Claude, ChatGPT, workflow automations) to build schedules, automate outreach, aggregate syllabi, and proactively introduce new tech efficiencies to the client’s daily routines.
• Master Calendar & Priority Governance: Maintain panoramic visibility over a complex schedule spanning 15 credit hours, sales lab trial blocks, district calls, campus tour shifts (5–6 hrs/week), and multi-club obligations. Proactively flag overlaps and resolve schedule conflicts at least two weeks out.
• Sales Analytics & Role-Play Prep: Transcribe recorded sales practice reps within 24 hours, extracting metrics including filler-word count, talk-to-listen ratio, and questions asked. Research and deliver a one-page prospect brief 48 hours prior to every graded role-play.
• Academic & Testing Logistics: Track testing center booking windows and notify the client the morning they open. Audit all course announcements and syllabi to deliver a concise, five-line summary every Sunday evening. Maintain active grade trackers and file course documents.
• Ad-Hoc Administrative Execution: Quickly resolve daily administrative tasks and personal errands (e.g., appealing parking tickets, managing vendor refunds/orders, keeping business cards stocked).
• Venture & Extracurricular Admin: Provide admin and outreach support for new venture (app store launch logistics and national chapter outreach), Relay for Life (fundraising tracking), and Gamma Iota Sigma (bar event logistics and classroom presentation schedules).

Qualifications & Skills

• Proactive & Detail Orientated: Absolute obsessiveness over dates, deadlines, and tracking. Comfortable flagging conflicts and enforcing accountability before being asked.
• Advanced AI Skillset: Hands-on experience using Claude, ChatGPT, and workflow automation tools to increase personal productivity and optimize operational processes.
• High-Speed Execution: Proven ability to hit strict turnarounds (24-hour transcriptions, 48-hour prospect briefs, immediate morning testing alerts).
• Sales Interest: Genuine interest in sales methodology to produce high-quality prospect research briefs and accurate sales analytics.
• Concise Communication: Exceptional written and verbal communication; able to synthesize complex daily updates into concise, high-impact briefings.