Executive Assistant

Communication and Coordination:

• Manage day-to-day communication through approved channels.
• Draft, organize, and send emails and messages as assigned.
• Track follow-ups and ensure responses are not missed.
• Escalate issues when clarification is needed or when a decision is required.

Calendar and Scheduling:

• Coordinate meetings, reminders, and follow-ups.
• Manage calendar holds, reschedules, and scheduling conflicts.
• Protect the founder’s time by organizing priorities clearly.

Task and Project Management:

• Maintain and update task lists and workflows.
• Track deadlines, priorities, and progress across multiple ventures.
• Keep all tasks organized in the project management system.
• Prepare weekly status summaries and progress updates.

Administrative Support:

• Organize files, documents, and records.
• Prepare drafts, templates, checklists, and internal documents.
• Support research, data collection, and simple reporting.
• Assist with travel, meeting preparation, and general business coordination.

Venture-Specific Support:

• Nonprofit work: grantee communications, reporting support, scheduling, and document organization.
• AVL/sound business: client follow-ups, scheduling, quote tracking, and event coordination.
• Amazon business: customer communication, inventory tracking, listing support, and operational follow-up.
• Dispatch business: logistics coordination, routine status updates, and records management.
• Startup work: research, planning support, and document preparation.

Requirements:

• Proven experience as an executive assistant, virtual assistant, administrative coordinator, or similar role.
• Strong written communication skills.
• Excellent organization and time-management skills.
• Ability to handle multiple projects and shifting priorities.
• High attention to detail and accuracy.
• Comfort with independent work and remote collaboration.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Strong judgment on when to escalate issues or ask questions.

Preferred Skills:

• Experience supporting an entrepreneur, founder, or executive with multiple business lines.
• Familiarity with task management tools and digital collaboration systems.
• Experience with calendar coordination, email management, and document organization.
• Exposure to nonprofit work, e-commerce, logistics, or event coordination.
• Familiarity with AI tools for drafting, research, and workflow support.
• Experience supporting international or cross-time-zone operations.

Working Style:

• Responsive and proactive.
• Comfortable asking clear questions instead of guessing.
• Able to follow systems and document processes.
• Willing to learn and improve workflows over time.
• Able to work with minimal supervision once trained.

Success in This Role:

• Keep tasks and communication organized across multiple ventures.
• Reduce the founder’s administrative burden.
• Follow up consistently without needing repeated reminders.
• Flag issues early and appropriately.
• Help create structure, predictability, and momentum across the business.