Executive Assistant (Remote) Job at Xavier Creative House in Philadelphia

Xavier Creative House (XCH) is seeking a detail-oriented and proactive Executive Assistant to support our visionary CEO, Sunny. This role offers the opportunity to work closely with the executive team in a fast-paced, dynamic healthcare marketing environment. As Sunny's trusted right hand, you will ensure seamless day-to-day operations by organizing priorities, anticipating needs, and providing high-level support.

At XCH, we are committed to fostering a distinctive, service-centric culture, operating fully remotely to minimize our carbon footprint. We leverage cloud-based tools and technologies to collaborate effectively and maintain strong connectivity within our team. As a Certified B Corporation, we value sustainability, mutual respect, and wellness, reflected in our 2050 Sustainability Pledge and team-oriented approach.

By joining XCH, you'll play a crucial role in shaping our impact, working alongside Sunny to drive bold, evocative solutions in the healthcare space. If you thrive in a fast-paced, supportive environment and are excited to be the yin to our Visionary's yang, Xavier Creative House is the place for you. Apply today!

THE PERSON

Are you a seasoned professional who thrives in a fast-paced environment? Do you excel at bringing order to chaos, anticipating needs, and providing top-tier support to high-level executives? If you're bold in your mastery, have a can-do attitude, and love collaborating with entrepreneurs, we want to talk to you!

Our ideal Executive Assistant is:


Positive and Empowered - Your energy lights up the room. You know how to tackle challenges with an optimistic outlook, maintaining an uplifting environment even when solving problems. You take initiative, confidently stepping in to support others and provide solutions without waiting for direction.

A True Executor - You capture every idea, even the seemingly small ones, and turn them into actionable plans. You know how to prioritize, deciding what's a "wow," what's a "not now," and ensuring that nothing gets lost. You're relentless in follow-through.

An Exceptional Communicator - You listen, absorb, and connect the dots. Whether it's verbal, written, or non-verbal cues, you ensure clarity in every message. Your ability to present information with precision helps guide decisions, bringing alignment among stakeholders.

A Collaborative Supporter - You're not just a gatekeeper; you're an advocate for the team. You create an environment where everyone feels supported and heard, acting as a bridge between Sunny and the team. By anticipating needs, vetting priorities, and managing details, you make it easier for Sunny to focus on what matters most.

As our Executive Assistant, you will be instrumental in expanding Sunny's impact, connecting the dots, and reinforcing structure in our fast-growing environment. Your proactive approach and relentless drive for clarity will promote established processes and support the team, ensuring nothing is left to chance.

RESPONSIBILITIES

The job responsibilities of our Executive Assistant include, but are not limited to:

Daily Management of Sunny's World: Oversee Sunny's daily, weekly, and quarterly commitments. Follow communication best practices and processes in all interactions with the team and other departments. Ensure Sunny is prepared and organized for all responsibilities, including working closely with her Personal Assistant, who handles errands and office distributions.

Strategic Alignment with EOS Methodology: Align daily tasks and projects with EOS principles, understanding the big picture and how departmental needs intersect. Take detailed notes, organize priorities, and distribute action items to maintain alignment. Proactively learn the business, dynamics, and responsibilities within the company to fill gaps and support Sunny effectively.

Idea Intake and Execution: Capture, prioritize, and develop actionable plans for Sunny's ideas, ensuring they align with operational standards. Follow through on projects to ensure satisfaction with end results, keeping processes organized and on track.

Email, Calendar, and Travel Management: Take charge of Sunny's schedule, prioritizing emails and taking action on her behalf where appropriate. Coordinate travel logistics, including booking flights, hotels, and car services, while managing expense tracking and AMEX receipts for a seamless experience.

Event Planning and Logistics: Own the full scope of planning and logistics for in-person events, including the annual company retreat, client meetings, marketing events, conferences, and awards. Manage all details, from catering to shipping, with full-circle accountability to ensure quality and follow-up.

QUALIFICATIONS

Required

• 3-5+ years of Executive Assistant experience in a fast-growing, scaling business
• Experience working directly with entrepreneurs, visionaries, and/or CEOs
• Small to mid-sized business experience
• Proven experience in process creation and implementation, showcasing strong organizational and detail-oriented skills
• College degree, preferably with coursework relevant to business, marketing, or healthcare
• Familiarity or experience in marketing and healthcare sectors
  
  

Preferred

• Background in marketing
• Business degree
• Certifications in project management or similar fields
• Client services experience
• Interest in mission-driven organizations, volunteering, or philanthropy, indicating involvement in community-focused initiatives
  
  

Desired

• Direct marketing experience in the healthcare industry
• Marketing-related education (e.g., minor, certifications, specialized coursework)
• Based in the Philadelphia/New Jersey area

WORK ENVIRONMENT

This role is primarily remote but may require occasional travel for client meetings and industry events. It demands extended periods of sitting, frequent computer use, and the ability to participate in virtual meetings that require clear speech and hearing. Candidates must manage a quiet, ergonomic workspace with reliable internet access.

THE COMPANY - XAVIER CREATIVE HOUSE (XCH)

Founded in 2013, XCH is a unique agency that focuses on making a difference in the healthcare industry. We view the market differently from other firms; we build the agency based on industry needs rather than what the industry thinks it should be. At XCH, we don't just follow trends; we set them, driving impactful and meaningful change and making a tangible difference in the healthcare landscape.

♦ 2024 Healthiest 100 Workplaces in America ♦ INC Best Workplaces ♦

♦ MM+M Best Places to Work ♦ Certified B Corporation ♦

WHY XCH?

XCH is powered by an exceptional team of passionate and innovative professionals. We believe in the magic of collaboration and the impact of bold, creative solutions. Joining our team means being part of a dynamic environment where your contributions are valued, and your ideas can flourish.

As our Executive Assistant, you'll be the yin to our visionary CEO's yang, helping bring her ideas to life and keep our company on track. We create a culture of positivity, growth, and purpose by placing the right people in the right roles. Our positive, magic-infused culture fosters innovation and collaboration, and we invest in our people through training and flexibility. As a 100% remote company, you'll have direct access to the CEO while working in a purpose-driven, women-owned environment.

OUR CORE VALUES

Bold & Evocative: Always think on the edges of the box to create solutions that go well beyond the status quo
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Respect & Candor: Establish trust by being authentic and communicating without judgment and with the intent to support the success of others.

Service-Centric: Support the unique needs and communication style of each person so that they feel heard, valued and their needs are more than met
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Empowered Mindset: Fuel original thinking and personal growth through continuous learning of new perspectives, technologies, and skill sets
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Harness the Magic: Cultivate positive energy to propel big, audacious goals that provide synergistic outcomes that go beyond expectations.

WHAT WE OFFER:

• 100% Virtual Company: Work from anywhere while staying connected with a robust virtual infrastructure
• Health Benefits: Medical, Dental, Vision, Short-term/Long-term Disability & Life Insurance, Pet Care, FSA, EAP, Family Planning Support, Weight Management Program
• Competitive compensation: In addition to a base salary, we offer commission and bonus opportunities to reward your hard work and success
• Generous Paid Time Off: Enjoy a healthy work-life balance with ample paid time off and holidays
• Retirement Plan: 401(k) retirement plan with company match to help you secure your future
• Professional Development: Opportunities for continuous learning and career advancement
• Mental Health & Wellness Programs: Initiatives to promote physical, mental, and emotional well-being
• Career Growth: Opportunities to advance within a growing and dynamic company
• Collaborative Environment: Join a team that values your input and ideas
• Commitment to Sustainability: Be part of a company dedicated to social responsibility and environmental sustainability

SALARY RANGE

The expected salary range for this position is$70,000 - $80,000 per year, depending on experience and qualifications.

Please note that all offers of employment are contingent upon the successful completion of a comprehensive background check. This may include, but is not limited to, verification of education, employment history, and criminal records. The nature and extent of these checks will be determined based on the position for which you are applying and will comply with applicable laws and regulations.