Executive Assistant to the President (Full Time Salaried)

(Note any hourly rate appended to this post is a LinkedIn default field and not correct)

We are looking for a proactive, detail-obsessed Executive Assistant to serve as a strategic partner to our President, Shannon — managing the day-to-day with precision while also anticipating needs, streamlining communication, and making sure her time is spent on the highest-value priorities.

This is not just an administrative role — we want someone who can own outcomes, reduce noise, and ensure nothing falls through the cracks. This role has the potential to grow into a Chief of Staff or Operations Manager position based on performance and scope expansion over time.

The position is fully remote. Work hours are generally flexible, but responsiveness should be especially high between 10am ET and 4pm ET M-F.

We offer several benefits such as health insurance and 401(k) with match, plus training and professional development opportunities and expense reimbursements for cell phone use and more.

Responsibilities include:Time & Calendar Management (using Outlook, Calendly)

• Own Shannon’s calendar with precision — protect her time, anticipate conflicts, and proactively manage reschedules
• Protecting “thinking” and “creative” time blocks and helping hold the line on low-leverage meetings
• Coordinate meetings across clients, internal team, and external partners
• Audit calendar quarterly to ensure time alignment with top priorities

Inbox & Communication Triage

• Own Shannon’s email inbox — filter noise, surface what matters, convert to tasks (via Asana)
• Draft or polish emails, responses, and follow-ups in Shannon’s voice
• Manage the "Success" inbox and act as the first layer of response when appropriate

Task & Workflow Management

• Translate loose threads from meetings/emails into clear tasks and timelines
• Track deliverables and follow-ups to ensure nothing falls through the cracks
• Partner with Shannon in managing short-term and long-term project logistics
• Monitor for overdue tasks and hold team accountable to complete
• Filing meeting recordings in Fathom and converting action items to tasks (via Asana)

Client & Operational Support

• Deploy engagement agreements and manage client onboarding logistics
• Manage client & employee gifting - welcome gifts, celebrations, holidays
• Ensure the team calendar is up to date with key events, client birthdays, anniversaries, etc.
• Submit and track IT tickets or admin requests; synthesize key updates for Shannon
• Manage filing systems to keep documents and resources findable and up-to-date
• Assist with preparing monthly team meeting agenda, collecting statuses from team
• Oversee physical and digital mail workflows to ensure timely follow-up on documents or requests that impact client relationships or ops
• Assist with SOP documentation and build templates for common needs
• Assist marketing function with customer surveys
• Maintain physical inventory of company branded swag and laptop backups

Financial & Bookkeeping Liaison

• Issue invoices, monitor payment status, and flag exceptions
• Field basic bookkeeping-related questions and liaise with finance when needed

Team & Events

• Coordination of annual team meeting offsite
• Handle travel bookings anticipating executive preferences and optimize for efficiency and cost
• Help onboard new team members
• Insert prompts in slack channel to boost morale

Must be:

• Highly trustworthy — you’ll have access to sensitive information and must handle it with discretion
• Time-obsessed — you think in terms of leverage and value for Shannon’s time, not just scheduling
• Relentlessly diligent — you double-check details, anticipate needs, and take pride in being five steps ahead
• A proactive communicator — you don’t wait to be asked; you clarify, confirm, and communicate early

You should already be comfortable with:

• Asana (task/project tracking)
• Microsoft Outlook (email/calendar)
• Calendly (scheduling)
• Box (file management / signature)
• Slack (messaging)
• ChatGPT
• Bonus: Experience supporting a founder, exec, or fast-paced leadership team
• Bonus: Experience in professional services, accounting/tax, or client-based environments

This role is ideal for a highly organized, resourceful operator who’s not afraid to take initiative and thrives on being indispensable behind the scenes. You enjoy making things run smoother, faster, and better — and you get a genuine thrill from protecting your exec’s time and energy.