Entry-level, Celebrity Speaker Logistics Assistant Wanted

Marblehead MA

Description

We are a tiny, but mighty team that supports incredibly powerful and deeply good people...who just happen to do some speaking. This position is part-time and entry-level and we will train the right person on how to do each step of the process. We fully expect this role to grow in terms of earnings and hours as New Leaf returns to pre-pandemic levels of business. We are starting small, but have big dreams for our staff, our speakers, and the bureaus and agencies we work with. We want to find some 'keepers' to help us make those dreams come true. We cater to those who set the world on fire with their excellent content, can-do spirit, and their eloquence on real and virtual stages. It is exciting, diverse, and rewarding work - and we are eager to round out our team with some additional wonderful people. Could it be you? www.NewLeafSpeakers.com If the position still feels like a potentially good fit for you: GREAT! We look forward to hearing from you soon. We are interviewing on a rolling basis and will hire as soon as we find a good fit. Please reply ASAP with: 1) What makes you the best candidate for this position, citing at least two specific ways your skill set matches what we are looking for. 2) Add the screenshot of a 1-minute typing test result for you () 3) If you are not available for the desired schedule of hours below, what is the closest you could come to this schedule? If your candidacy seems like a possible strong fit, we'll reach out to schedule a 30 min Zoom conversation with a member of my team, to get to know you a bit better. Please, no phone calls to check on progress - we appreciate your consideration. SPEAKER LOGISTICS ASSISTANT ROLE: 20 hours/week Employee position - possible future growth into a full-time, salaried position if the fit is right for both parties and demand increases for our roster Mon-Fri 930am to 130pm Eastern time Pay is $21.50 / hour to start - (paid bi-weekly, $860 every 2 weeks, which translates to $22,360 gross, per year, for this half-time employee role) We pay for all regularly scheduled hours when the office is closed due to holidays. Guaranteed performance and pay review after 6 mos of employment, to see how it is going for both parties. LOCATION: This role reports to Founder, Amy Gray, and the work takes place in Marblehead MA. The position is an in-person position as soon as we have an office space in town (we are actively looking). Once the initial training and ramp-up period are complete, we can work out a part-time remote/part-time in-person schedule. We have learned the importance of working in the same spot - to build camaraderie and communication - yet also want to be flexible if a partial work-from-home arrangement would be beneficial in the future. Home would need to be a very quiet, undisturbed space with locking file storage (we can provide a rolling/lockable file cabinet) where you must be able to take impromptu work calls, be readily available via email and Skype throughout, and hold Zoom video conferences without interruption or distraction. Until the New Leaf office is in place, this will be a virtual position, working from WorkLoft or my home in Marblehead (when working together) and from your home (when working remotely). You must have very dependable high-speed internet access from home or any remote work location as this is essential to the role. If service is down at home for any reason, you must work from the office (once available) or from a co-working facility that meets the requirements above (WorkLoft in Marblehead, MA for example). If a co-working facility is needed, New Leaf will pay the costs associated with this space until our Marblehead office is available. We will provide a dedicated Windows-based laptop and internet-based phone number/calling plan for your New Leaf work. ROLE: You'll be exposed to a little bit of everything about the operation of a boutique speaker management company - with primary emphasis on the logistics support work for our client roster. This role is primarily to offer highly detail-oriented, professional, thorough, kind support to our event hosts and speaker clients for all the speaking appearances we confirm for them. Once trained, you'll have responsibility for all event logistics for each of our clients' speaking appearances - from receipt of the signed contract to following up after the event to gather feedback from the host on their experience with hosting the speaker. We are a small and growing team - and we welcome new perspectives and skillsets. We encourage applicants from diverse backgrounds who don't have a specific educational attainment requirement or job history. We look for attitude, aptitude, warmth, and professionalism. We offer a respectful, fun, and generous work atmosphere and opportunity for growth as the company rebuilds, post-Pandemic. Our mantra is to be 'calm, capable, kind, and curious' in all we do. EXAMPLES OF TASKS REQUIRED IN THIS ROLE: Double and triple-checking your work to ensure it is accurate before conveying it to 3rd parties Maximizing the efficient use of your time and the time of co-workers, speakers, and others Populating the calendar entry for each appearance - using the details from the fully executed agreement and keeping it updated with all details Scheduling the topical Zoom across multiple time zones and gathering all the details needed for each participant of the Zoom (name, title, organization, email address) Preparing and posting the agenda for each Zoom no later than 3 full business days before each one Recording those Zoom sessions Sending out timely/gentle reminders for upcoming Zooms by noon Eastern time the day prior to the scheduled Zoom Participating in those Zoom sessions as the official representative from New Leaf and ensuring a positive and smooth flow Taking excellent notes and following up on any action items or details conveyed in those sessions Posting Zoom recordings to the calendar entry for each event- ensuring that the beginning and end are clipped so that the main content is all that is visible upon replay- using the tool in Zoom to do so Maintaining an accurate and complete library of all files and details for each appearance - in paper form and the Google Drive for New Leaf Interacting with contractor(s), employees, speakers, brokers, and event hosts in a calm, capable, and kind manner. Meeting deadlines (or beating them!) to ensure timely service and excellent preparation for all stakeholders in the booking process - from event hosts, brokers, other employees, contractors, and speakers. Scrubbing all details received from speakers, hosts, and brokers to ensure it is complete and accurate - and matches the contracted/agreed expectations. Elevating issues of 'scope creep' to the Agent who negotiated the deal to resolve Ensuring all needed information on hotel reservations, flights, and ground transportation are relayed to the appropriate party and captured in the calendar (you won't be planning any of the events or booking flights, cars, or hotel rooms - just ensuring that those arrangements have been made and meet the required needs for primary/backup flight requirements, drive time to/from the event, etc) Double-checking that we have all the needed information due from the agreement(s) and that it is received in a timely fashion Ensuring the speaker(s) feel supported on the day of their appearance by checking in with them via email and text ahead of the contractual obligations and letting them know you are available to assist Checking in with the event host the day before each appearance to ensure all is well Following up with the speaker and host or broker 2-3 business days after each event to see how it went and gather feedback/testimonials Find creative ways to solve problems that arise and/or delight our clients in the work we do for them (how can we go over and above to help them, recognize their work, and/or keep them happy) Participating in daily work prioritization meetings (15 min check-in with Amy at the end of each work day to determine next day's priorities) and 1x weekly full team meetings (including contractors) Assisting Amy Gray and other New Leaf employees and contractors, as time permits, with special projects as needed. Must have: An absolute eagle eye for details, organization, and streamlining. Seriously- these are superpowers that will make you shine in this role. YOU WILL BE DELIGHTED WITH THIS WORK IF YOU HAVE / ARE: Borderline obsessed with managing schedules, little details, and helping other people feel organized, prepped, and ready to shine An affinity for creating efficient workflow/systems that foster work being completed in a calm, methodical, organized way Comfortable being bottom-line responsible for your work - ie: the buck stops with you on your tasks/responsibilities A ZOOM whiz Comfortable being on camera/speaking / leading a Zoom video conference with our speaker(s) and event hosts Very discreet and conscientious in managing confidential details Able to navigate sticky issues with tact, warmth, and professionalism An avid reader of business books A very quick study and can catch on to systems, processes, and procedures very easily Able to self-motivate Optimistic Organized Frequently on time or early to appointments or other time-based commitments A knack for finding apps that make your life and work easier An excellent writer - beyond just the functional/transactional/bare minimum Enjoy a varied workday - touching upon many different projects all at different stages of being 'done.' At any one time, we may have 20-30 bookings in various stages of the booking/confirmation / pending process- so keeping them all straight and moving forward is crucial. A strong internal compass for doing the right thing, even when (especially when!) no one else is watching Self-aware and empathetic to others' needs - and bring positive and helpful energy to your work environment Will proactively pick up the phone to solve a time-sensitive issue, but default to email/written communications for the majority of communication YOU ARE LIKELY NOT A GOOD FIT FOR THIS ROLE IF YOU: Frequently make typos and do not use spell-check or similar to catch those Cannot touch type Dislike writing Hate details Aren't able to commit to a work schedule with consistent, regular, planned hours Take ethical shortcuts Gossip about the clients on the roster and/or anyone we work with Frequently miss scheduled workdays Are a procrastinator Have a negative/pessimistic view of the world and life and bring that energy to work on a regular basis Require close supervision to get your assigned work done accurately and on-time Are frequently late to appointments or other time-based commitments Are a bit of a hot mess / disorganized Dislike working on the computer / at a desk - must be up and active during your work