Looking for: Executive Assistant
Role Overview:
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to serve as the CEO’s right-hand partner during a critical growth phase. This role will begin part-time (approximately 20 hours per week) and has strong potential to evolve into a full-time position based on performance and company growth.
The ideal candidate thrives in fast-paced startup environments, enjoys building systems from the ground up, and takes pride in bringing structure and efficiency to dynamic operations. This individual will play a pivotal role in protecting the CEO’s time, consolidating internal systems, organizing communications, and supporting revenue-generating initiatives.
This is not just an administrative role, it is a strategic partnership opportunity with room for long-term growth.
Scope of Work:
- Executive Support & Time Protection
- Filter inbound requests and prioritize communications
- Protect CEO’s schedule by ensuring only critical matters reach them
- Continuously optimize time management processes
- Handle select personal appointments to support balance
- Safeguard confidential information
- Email & Calendar Management
- Maintain a zero-inbox goal by 10 AM EST and 5 PM EST daily
- Organize and prioritize incoming emails
- Draft summaries, responses, and follow-ups
- Coordinate, schedule, confirm, and document meetings
- Prevent calendar conflicts and double bookings
- Ensure meeting preparation and documentation
- Provide daily next-day schedule summary before EOD
- CRM & Internal Stack Organization
- Consolidate multiple systems into one streamlined CRM
- Categorize and input contacts and leads (large contact database)
- Assist in selecting and optimizing CRM platform
- Maintain organized database structure
- Support migration across tools such as:
- Google Docs / Google Sheets
- Notion
- HubSpot
- Attio (AI-based CRM)
- Lead Generation & Automation
- Organize and manage outbound lead lists
- Execute email marketing campaigns
- Implement outbound automation workflows
- Track performance of outbound efforts
- Newsletter & Content Management
- Source content from provided resources
- Select relevant topics
- Draft and submit newsletter twice per week via BeeHiiv
- Coordinate distribution and tracking
- Advertising & Revenue Support
- Process inbound advertising orders
- Coordinate ad placement across:
- Online directories
- Newsletter placements
- Apps
- Track ad fulfillment and confirmations
- Project & Operations Management
- Track key business projects and deadlines
- Maintain visibility on 6 weeks of forward calendar scheduling
- Follow up on unaccepted invites and pending confirmations
- Act as liaison between CEO and internal/external stakeholders
- Provide regular feedback and reporting
- Anticipate operational bottlenecks before escalation
Regular Cadence:
- Daily Routine:
- Review CEO calendar for upcoming day
- Process inbox to achieve zero inbox (10 AM & 5 PM EST)
- Confirm meetings with clients and partners
- Schedule requested calls
- Create CEO daily to-do list
- Write email progress summaries for ongoing tasks
- Weekly Routine:
- Audit CEO calendar 6 weeks ahead
- Confirm invite acceptances
- Review client programs in calendar
- Report on priority projects and deadlines
Qualifications:
- Proven experience as an Executive Assistant (startup or high-growth preferred)
- Exceptional organizational and time management skills
- High attention to detail
- Strong written communication skills
- Comfortable building systems from scratch
- Experience with CRM platforms and data management
- Familiar with email marketing and automation tools
- Able to work independently and anticipate needs
- Comfortable with confidential information
- High level of responsiveness and accountability
Tools & Technology:
Experience with (or willingness to learn):
- Google Workspace (Docs, Sheets, Gmail, Calendar)
- Notion
- HubSpot
- Attio (AI CRM)
- BeeHiv
- Email marketing tools
- Automation platforms
- CRM data migration
Shifts & Hours:
- Starting with a minimum of 20 hours per week; flexible working hours
- Must ensure inbox review aligned with EST time checkpoints (10 AM & 5 PM EST)
- End-of-day summary required before CEO begins next day
- High flexibility in communication (CEO often works late EST hours)
Growth Opportunity:
This role is designed to scale. As systems are streamlined and revenue increases, the position may transition to full-time within 3–4 weeks. The right candidate will grow alongside the company and play a key role in operational expansion.