Executive Assistant / Project Manager

Job Description

Company Introduction:

At BestLife4Pets, we believe every pet deserves to live a long, happy, and healthy life with the humans who love them. As a fast-growing holistic pet health brand, our mission is to help pet owners care for their pets with our high-quality homeopathic health products.

What sets us apart? Our deep-rooted love for our pets – in fact, our CEO started this company when she witnessed the remarkable results of homeopathic remedies on her own dog.

Over the past few years, our brand has grown by over 30%, and we know this is just the beginning. To take our business to the next level, we are expanding our team. If you are highly organized, data-savvy, and love making the world better for our furry friends, we’d love to have you on board.

About the Role 

As our Executive Assistant / Project Manager, you will be responsible for providing essential support to our Chief Executive Officer (CEO) and ensuring that our business projects run like a well-oiled machine. 

This position plays a key role in managing day-to-day schedules and priorities, facilitating communication between our team members, overseeing projects to ensure deadlines are met, and implementing efficient systems and processes to improve our team’s productivity and remove any bottlenecks.

You will need to rely on your strong organizational and time management skills to ensure that everything is running smoothly. You will also collaborate closely with our team to ensure that projects are on track, identify areas for improvement, and proactively solve problems before they arise. Your ability to keep everyone aligned, focused, and accountable will be essential to helping us succeed as we expand. 

This role is perfect for someone who enjoys staying organized, solving challenges, and working behind the scenes to support the team’s success.

Mission Statement:

The primary mission of our Executive Assistant / Project Manager is to keep our operations smooth, efficient and organized. This will involve managing day-to-day schedules, handling administrative tasks for our CEO, ensuring smooth communication, solving problems proactively, keeping our business projects on track, and helping the team stay aligned and focused on BestLife4Pets’ business goals.

General responsibilities:

The responsibilities of our Executive Assistant / Project Manager include the following:

• Managing the CEO’s daily schedule (including appointments, meetings, and priorities)
• Keeping the CEO’s environment organized to ensure the CEO can focus on growing our business
• Facilitating communication between the CEO, team members, and external partners
• Driving projects to completion (including overseeing timeless, deliverables, and execution) while ensuring that the team is aware of their deadlines and meets them timeously
• Organizing and maintaining project plans with the relevant up-to-date information
• Implementing and improving systems and processes to increase team efficiency
• Coordinating and aligning team members to ensure tasks are completed on time
• Troubleshooting and resolving issues proactively to prevent roadblocks
• Collecting and organizing important business data to help the CEO make informed decisions
• Track and report on key project metrics to assess progress and identify areas for improvement
• Creating, maintaining, and circulating Standard Operating Procedures designed to streamline operations and improve the overall workflow of our team
• Streamlining workflows and ensuring that daily operations run smoothly and effectively
• Staying flexible and ready to adjust priorities or processes when needed by the CEO

Overall, the Executive Assistant / Project Manager will play an important role in driving the continued growth and success of BestLife4Pets by ensuring that day-to-day operations run smoothly, projects are executed on time, and the CEO can focus on the company’s strategic goals. 

By optimizing systems, streamlining communication, and resolving challenges proactively, you will help the team remain organized and aligned as we scale and expand.

Position specifications:

The Executive Assistant / Project Manager position includes committing to the following:

• Full-time commitment and 40 work hours per week (8 hours work day)
• Availability and a high level of responsiveness during our general office hours
• A competitive salary and flexible work-life balance
• Receive contractor status and training after commencing work
• Paid annual leave and sick leave
• A 30-day notice period of one calendar month

Requirements

Profile:

As our Executive Assistant / Project Manager, you need to be a highly organized and results-driven professional with a strong background in project management, organization, and process optimization. You need to be able to juggle multiple tasks and priorities, be comfortable making decisions on your own, and thrive in a fast-paced environment where efficiency and attention to detail are key.

You should be proactive and resourceful, always thinking ahead and anticipating the needs of the CEO, our team, and our business as a whole. You must be comfortable managing both short-term tasks and long-term projects, ensuring deadlines are met and everything runs smoothly.

The ideal person for this role is someone who is passionate about pets and genuinely cares about BestLife4Pets’ mission of improving the lives of animals through natural, holistic health products. In addition, good organizational, time management, communication, and interpersonal skills will help you succeed in this position and work well within our team environment.

Availability and consistency are highly important factors for us, so our Executive Assistant / Project Manager should display these qualities regarding workload commitments and availability.

Key traits for this position:

You should demonstrate great attention to detail, strong communication and interpersonal skills, as well as excellent organizational skills to keep everything running smoothly. You need the ability to follow through on tasks, be proactive, anticipate our team’s needs, and take action quickly when needed without waiting for instructions. You also need to be able to multitask efficiently, be flexible to adapt to changing priorities and maintain a calm, highly organized approach to your work. Strong problem-solving skills, along with a passion for both organization and efficiency, will help you succeed in this role.

Key requirements:

The Executive Assistant / Project Manager position has the following key requirements:

• Any prior project management, executive assistant, or team leadership experience is a bonus
• Any experience working with the backend of Shopify, Amazon FBA, Walmart, eBay, Etsy stores
• Any experience working with project management tools (including Slack or ClickUp)
• Any experience in digital marketing or the pet health industry will count in your favor
• A positive, friendly, and empathetic attitude, reflecting our company’s commitment to our values
• Excellent verbal and written communication skills in English (You must be fluent in English, although English doesn't have to be your native language)
• An ability to manage multiple tasks, projects, and priorities while staying organized and focused
• Strong problem-solving abilities, keen attention to detail, and excellent time-management skills
• An ability to work autonomously and independently while taking ownership of your work
• Being comfortable with building and nurturing relationships, while having the resilience to handle rejection professionally without it affecting your work quality
• A proactive mindset with a knack for getting things done and thinking creatively
• An ability to persuade and influence others for the purposes of positive accountability
• Being comfortable working with technology and learning new tools to improve efficiency
• A passion for pets and making a positive difference

• Familiarity with working autonomously and managing your own time independently and effectively
• Being open to receiving feedback and constructive criticism and improving on it
• Must be available and responsive during our office hours
• Must be able to consistently work full-time

Benefits

As part of our fast-growing team, you get access to these benefits:

• A fully remote and flexible work environment that allows you to work from anywhere
• A competitive remuneration package
• Working with a team that values efficiency over micromanagement
• Directly impacting the success and growth of our company, BestLife4Pets
• Work alongside a team that shares your passion for animals
• Continuous growth opportunities to develop your skills and advance within the company
• The chance to make a real difference in the lives of pets and their owners