Company Description

Everyday Dose combines the classic coffee flavor you know and love with functional mushrooms, collagen protein, and nootropics to promote focus, energy, immunity, and gut health. No crash. No B.S.

Overview:

This is a full-time Personal Assistant / Chief of Staff role based in Austin, TX. We are seeking a highly professional, organized and proactive Personal Assistant / Chief of Staff to support the founder of a super fast-paced startup. Not exaggerating when we say this. Everyday Dose is one of the fastest growing e-commerce brands in America ever in history. The ideal candidate is independent and excels in creating structure and efficient systems in dynamic environments, facilitating efficiency and prioritization of both professional and personal tasks. Willing to work weekdays and weekends.

**You must have experience working either for a family office or 8-9 figure revenue generating leaders.

Key Areas of Responsibility :

• Efficiently organize and maintain the founder's calendar, managing personal and professional appointments, meetings, calls, and events.
• Set reminders and alarms for tasks, ensuring proactive follow-up on key deliverables.
• Coordinate comprehensive travel arrangements, including international itineraries, accommodations, and on-site logistics.
• Implement and optimize scheduling systems, automating processes where possible to minimize errors and time spent.
• Monitor and adjust schedules dynamically based on changing priorities.

2. Communication Management:

• Manage and prioritize emails and correspondence, ensuring critical messages are addressed promptly.
• Draft, edit, and format professional communications, including emails, memos, and presentations, for CEO approval.
• Act as a liaison between the founder and internal/external stakeholders, ensuring clarity and timely responses.
• Facilitate seamless communication between the founder’s personal and professional contacts, proactively managing expectations and resolving conflicts.

3. Technology, Tools, and Information Management:

• Maintain expertise in tools such as Google Suite, AirTable, Asana, Slack, and Notion, ensuring the founder and team leverage them effectively.
• Organize and manage digital files, maintaining a secure and searchable archive.
• Troubleshoot technology issues and coordinate with IT support or vendors as needed.
• Research and recommend new tools or technologies to improve productivity.

4. Project Management:

• Plan, execute, and oversee projects across personal and professional domains, ensuring timelines and budgets are met.
• Track progress and deliverables using project management tools, updating stakeholders regularly.
• Organize and facilitate team meetings or check-ins, summarizing outcomes and action items for follow-up.
• Proactively identify and mitigate risks, ensuring smooth project execution.

5.Home and Workspace Organization:

• Maintain an organized and clutter-free work and living environment, implementing efficient systems for storage and accessibility.
• Coordinate with and supervise home vendors (e.g., cleaners, gardeners, pool maintenance) to ensure quality and cost-effectiveness.
• Handle home-related cost optimization, identifying and negotiating with alternative vendors as needed.
• Support travel and event preparations with logistical and organizational assistance.

6.Health, Wellness, and Lifestyle Management:

• Promote a balanced lifestyle by incorporating wellness-focused initiatives, such as scheduling fitness classes or meal planning.
• Act as an accountability partner for health goals, tracking progress and suggesting improvements.
• Identify and plan cultural or recreational activities in Austin and other locations to balance work and leisure.

7.Event Coordination and Management:

• Plan and execute events, such as entrepreneur dinners, warehouse parties, and international team off-sites, ensuring seamless logistics and guest experience.
• Coordinate with vendors, venues, and stakeholders to deliver high-quality events on time and within budget.
• Oversee event follow-up, including thank-you notes, expense tracking, and post-event evaluations.

8.Everyday Dose Support:

• Manage specific Everyday Dose initiatives, including product sampling at events, maintaining the 1976 VW Dose Bus, and warehouse event coordination.
• Order meals for the team and assist with team-building activities.
• Coordinate with external partners for brand collaborations and activations.

9.Personal and Household Management:

• Handle personal shopping, gift selection, and household inventory management.
• Oversee car maintenance, insurance renewals, and servicing.
• Manage mail, subscriptions, bill payments, and package logistics, including returns and exchanges.
• Research and suggest cost-effective or innovative solutions for household and lifestyle needs.

10.Miscellaneous and Ad-Hoc Tasks:

• Provide support on random and unplanned tasks as they arise, demonstrating flexibility and creativity in problem-solving.
• Handle sensitive or confidential tasks with discretion and professionalism.

Key Traits:

- Super Fast-Paced : Company and CEOs life is very fast-paced, this is not a chill job.

- Organized & Detail-Oriented: Can work fast and under pressure with managing multiple tasks and projects, ensuring meticulous attention to detail.

- Use ChatGPT : Smart with prompts on ChatGPT, but not soley reliant on it.

- Adaptable & Flexible: Ability to swiftly adapt to changing priorities and schedules, embracing new methods and strategies as needed. Creative and open-minded in problem-solving.

- Patient & Empathetic: Exhibits a high level of patience and understanding in dealing with unforeseen challenges and changes.

- Proactive & Anticipatory: Skilled at foreseeing the founder's needs and potential issues, proactively addressing them before they escalate. Initiative-driven in resolving problems and suggesting improvements.

- Excellent Communication Skills: Demonstrates clear and effective communication abilities, both verbally and in writing. Practices active listening and conveys information concisely. Confident in decision-making and assertive in communication to ensure clarity and mutual understanding.

- Discreet & Trustworthy: Committed to maintaining the utmost confidentiality and integrity. A reliable confidante and advisor who values trust and discretion.

- Resilient & Stress-Resistant: Maintains composure under pressure, demonstrating resilience and the ability to handle challenging situations without becoming overwhelmed.

- Self-Motivated : Exhibits a high degree of self-motivation, capable of working independently. Demonstrates strong ownership and responsibility for tasks.

- Determined & Tenacious: Shows a relentless attitude in overcoming obstacles, persistently pursuing solutions and alternatives until a satisfactory outcome is achieved.

- Self-Driven Learner: Actively engages in self-education and skill development, staying informed about industry trends, tools, and techniques.