Executive Assistant

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:

1. 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

1. 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

1. 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)

1. Lead Generation & Automation

• Organize and manage outbound lead lists

• Execute email marketing campaigns

• Implement outbound automation workflows

• Track performance of outbound efforts

1. Newsletter & Content Management

• Source content from provided resources

• Select relevant topics

• Draft and submit newsletter twice per week via BeeHiiv

• Coordinate distribution and tracking

1. Advertising & Revenue Support

• Process inbound advertising orders

• Coordinate ad placement across:

  • Online directories

  • Newsletter placements

  • Apps

• Track ad fulfillment and confirmations

1. 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.