Job Summary
We are looking for a proactive, well-organized Executive Assistant to take the operations we’ve built and run them smoothly, in close collaboration with the founder. You will manage client communication, keep projects and files organized, and support presentations and scheduling so the founder can focus on business development and field work. The ideal candidate is a confident self-starter with excellent written and spoken English, who makes sound decisions and is not afraid to speak up or suggest better ways of doing things.
Key Responsibilities
- Communicate directly with clients, primarily by email, and occasionally by phone, keeping projects on track and issues resolved quickly
- Manage and organize email correspondence on the founder’s behalf
- Manage the calendar and help clients book time
- Organize, name, and maintain files and folders within Google Drive
- Build client presentations in Canva
- Order samples and materials needed for client presentations
- Follow up on open items, track timelines, and keep projects moving on schedule
- Identify gaps in current processes and recommend improvements to boost efficiency
- Take ownership of day-to-day operations and make sound decisions on behalf of the business
Mandatory Skills
- Excellent written and spoken English
- Proven experience in executive or administrative support, including email and calendar management
- Comfortable communicating directly with clients in a professional, friendly manner
- Proficiency in Google Drive and Canva
- Strong organizational and time management skills, with the ability to follow timelines and deadlines
- Self-starter who takes initiative and confidently makes decisions
- Ability to act quickly when a project calls for a fast response
- Reliable, detail-oriented, and able to work independently
- Strong communication skills, including being upfront about delays or questions
Preferred Skills
- Experience supporting a small business owner or founder
- Experience coordinating vendors, ordering samples, or handling procurement
- Experience creating client-facing presentations
- Comfort handling occasional phone calls with clients
- Background in process improvement or creating simple workflows
- Ability to manage multiple projects simultaneously
- A warm, personable style with a good sense of humor under pressure
Why Join Us
This is a chance to be a true partner to a business owner who values ideas, initiative, and open communication, not an order taker. You’ll have room to shape how things run and grow with the role as the business expands. We keep things friendly and human, and we take the work seriously without taking ourselves too seriously.
Work Schedule
Monday to Friday, 4-5 hours per day, Eastern Time (US)
Ready to Apply?
Submit your application and our team will be in touch.
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