Tofugu is hiring for an executive assistant role to work directly with Tofugu’s president (Jaered Koichi Croes). This is a part-time, hourly position with flexible M-F (and occasional weekend) hours. The role’s mission is to help the president role to devote maximum time and focus to their core areas of expertise—basically, do the work that distracts from their work on product, vision, and the activities that help Tofugu and WaniKani to progress. By removing these roadblocks, you will be helping Tofugu to create better learning experiences for our students and readers.
The person in this role should be well-organized, detail-oriented, and not put off by uncertainty. You will often be given tasks with only an end-goal, and be expected to figure out how to make it happen. Though many tasks will be well-defined, there will also be tasks that are not.
In addition, you will be expected to proactively solve problems, take care of issues, and anticipate needs before or as they happen. Jaered has this problem where he thinks other people know what he knows, so the ability to ask the right kinds of questions, at the right times, will be important. Business, operations, administrative, and even life experience will give you the context necessary to do this.
We don’t expect this role to be more than 10-15 hours per week, at least for a while. As you learn how to do more, as you identify more ways to help, and as you get more efficient at your ongoing tasks, there may be opportunity to increase hours if you want. For now, though, we are looking for someone who only wants (or is okay with) a flexible, hourly, and part-time position of around 10-15 hours per week.
The work centers around a combination of administrative tasks and taking the work that prevents Jaered from focusing on product, vision, and the like. Real work you’ll be doing includes, but is not limited to:
- State tax research and sales tax research (what are the rules in each state as well as coordination with our accountants).
- Role research for positions we are planning to hire for.
- Coordinating interviews, preparing materials, and in general organizing the hiring process for Jaered and other candidates.
- Arranging meetings, calls, etcetera for Jaered.
- Coordinating meetings, creating agendas, taking notes at meetings, and following up with action tasks (and taking on the ones you can take on).
- Checking on non-automatic payroll tax payments, unemployment insurance payments, and the like.
- Processing state registrations for new hires in new states.
- Onboarding new employees into our HR software.
- Downloading, creating, and sending reports used for bookkeeping.
- Sorting and prioritizing emails, messages, etc.
- Copy-editing docs, messages, and other writing.
- Purchasing equipment.
- Travel arrangements (flights, hotels, etc.).
- Answering admin or HR-related questions for colleagues (basically, knowing how all our admin processes work, and how to do them, too).
- Distill what’s going on, what issues there are, etcetera across all teams, by attending some team meetings.
- Help to prepare and prioritize work to be done on a daily basis.
- Coordinate, project manage, or do admin (and sometimes non-admin) type projects.
- Coordinate and recommend process improvements for Tofugu’s "support" type roles ("support" type roles are ones who help "production" type roles to focus solely on production—for example, a "copy editor" is a support role that allows an author to focus on the production of content).
- You aren’t put off by uncertainty. You can take unclear direction and figure out how to get things done with only the context. You don’t need to be told what to do and how to do something, step by step.
- You are highly autonomous. You can make decisions without checking in for permission most of the time. At the same time, you know when it is important to check in about something.
- Your time management and planning skills are exceptional.
- You are able to use a variety of work software and tools very well.
- You are able to focus and work deeply. This role needs to be able to read text accurately, catch small (but important) details, and do deep work and research.
- You have native-level English, and it’s well above average at that. Some (or a lot of) Japanese language ability may be a plus, but is not necessary.
- You live in, and are eligible to work in, the United States of America.
Job Type: Part-time employee, Hourly (10-15 hrs/week)
Work Hours: Flexible, M-F
Work Location: Remote (USA)
- Health, Dental, and Vision insurance (despite not reaching our typical 17.5 hrs/wk hourly threshold for insurance benefits).
- 15 paid vacation days per year.
- 7 paid holidays per year (choose your own).
- Reimbursement for remote work space rentals, coffee or tea (to work from a coffee shop), and the like.
- Reimbursement for all educational books, and for some programs, seminars, and classes.
- Company-paid retreats, usually every ~1.5-2 years, barring global pandemics.
- All equipment (laptop, accessories, etc.).
- $1,500 to furnish your home office over the first three years. $1,000 every 3 years after that.
- 50% of your home internet bill, paid.
The hours for this role are flexible, but there is the expectation you’ll be able to work a little bit each workday (M-F). That is, you won’t be able to cram all your hours into one or two days a week. You may be required to occasionally work some weekend hours, as well.
The person offered this role will need to complete a one-month trial period where they work as a contractor and we all make sure this is a good fit (for you too!). Upon satisfactory completion of the trial-period, you will have the opportunity to transition to employee status (which gets you the above benefits).
If you think you would be a great candidate, we’d love to talk to you. To apply, please put together the following:
- Your resumé (PDF)
- A letter (PDF), essay (PDF), or presentation (🤷🏻) telling us why you’re a great candidate.
When you’ve put together the above documents, please fill out and upload the documents to the following form:
You will receive an email response letting you know if you made it to the next step. We tend to get a lot of applications, so it might take a little while. Please be patient! The hiring process for this position is:
- Submit Application
- Short "Real-Work" Test
- Short Interview
- Long Interview
- More Interviews (if necessary)
- Reference Interviews
If you have any questions, please email firstname.lastname@example.org.