Executive Assistant

Infernozilla is a multi-award-winning agency based in Dallas, Texas, focused on Social Media, Community Management, and grassroots Marketing in the video game industry. With over 170 long-term clients and 73 awards in 2023 alone, we excel at designing and executing high-impact community and marketing campaigns for our clients.

We are currently on the lookout for an experienced, accountable, and well-organized Personal/Executive Assistant with super attention to detail to provide top-level executive and personal assistance to the company’s CEO and ensure the smooth operation of both professional and personal responsibilities. The ideal candidate will be proactive and capable of handling confidential information with discretion.

With your high-level communication skills, you would assist in drafting contracts while comfortably scheduling meetings and managing the CEO’s inbox on his behalf. This integral role means your most significant responsibility is to help support, organize, and delegate smaller tasks, which will ensure our CEO can focus on growing the business by saving him time overall. This also includes payroll management with associated billing systems, onboarding any of our fantastic new clients, and more.

Good composure under pressure is vital, and we are looking for a flair of confidence. To succeed in this role, you need to work with little to no supervision and have experience using the latest online work tools. Attention to detail is critical, as everything you handle is fundamental to the business, whether the fine details within a contract or keeping up to date with the latest email threads and looking at the schedule ahead.

Requirements:

• Proven experience as an executive assistant, personal assistant, or similar role

• Strong written and verbal communication skills in English

• Well-organized, detail-oriented, ability to multi-task with excellent follow-up skills

• Strong problem-solving skills and great administrative skills in managing everything effectively

• Proficiency in Google services such as Drive, Sheets, Documents, etc

• Agile, quick learner who can manage themself and won’t need much supervision

• Excellent computer skills and familiarity with the latest online tools

• A high degree of discretion and confidentiality.

• Maintains a professional appearance and demonstrates a confident presence in any work/meeting environment

• Experience in the videogame industry or being a gamer is not required, but a huge plus

• Ability to travel for work to various conferences and business events is a significant consideration for this role

• This role may require occasional evening and weekend work

This role is fully remote*, and the right candidate is expected to work full-time while managing their weekly schedule of around 40 hours.*

Your responsibilities include, but are not limited to:

• Email management, coordination, and drafting correspondence, including personal and work emails.

• Assist in planning and executing various projects, ensuring deadlines are met.

• Act as a point of contact between the executive and internal/external parties, ensuring effective communication.

• Screen and prioritize phone calls and messages.

• Assisting with contracts in edits, drafting & flagging potential issues.

• Manage and maintain the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.

• Coordinate and prepare meeting materials, including agendas, minutes, and follow-up actions.

• Prepare and edit documents, reports, and presentations as needed.

• Payroll & Billing System management, including making payments.

• Admin tasks such as logistics, announcements, and onboarding new clients into the Billing system.

• Manage personal travel arrangements, including booking flights, hotels, and transportation.

• Assist in planning and organizing personal and professional events.

• Able to consistently understand the intent and vision of the CEO and work as a sounding board.

• Conduct research and provide summaries and insights to the executive.

• Any reasonable further assistance is required for the role to save time for the CEO.

• Serve as a trusted confidant to the executive in maintaining confidentiality and discretion.

While traditional education is admirable, we want to see any Assistant type experience and industry experience over the school years. We seek a highly motivated individual who wants to strive for greatness. Our agency is fast-paced, and we seek candidates who thrive on challenges. We would love to hear from you if you are driven and ready to excel!