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Executive Assistant
Overview
We’re searching for a full-time Executive Assistant who thrives in fast-paced environments, loves structure, and gets a deep sense of satisfaction from making sure nothing falls through the cracks.
This is not just about inboxes and calendars—this role is about becoming the operational right-hand to the CEO. You will be responsible for managing ClickUp, updating internal records and task flows, keeping team communications streamlined, and handling logistics with precision.
You’ll keep the CEO’s calendar and inbox in order, translate messages and needs from Slack into ClickUp tasks, and take action on open loops without needing to be asked twice. You’ll manage day-to-day execution and follow-through, including sitting in on Client Onboarding Calls (or reviewing recordings), processing payments, and supporting the client onboarding experience. You’re someone who thrives on details, anticipates next steps before they’re spoken, and takes pride in being a hub of organization and accountability.
If you’re proactive, detail-obsessed, tech-savvy, and excited by internal systems, this could be your dream role.
ROLE MISSION
The Executive Assistant’s core mission is to serve as the CEO’s right hand—bringing clarity, structure, and proactive support to the fast-paced demands of the business. You are responsible for optimizing the CEO’s time, managing key workflows, and translating daily chaos into focused execution.
By anticipating needs, maintaining internal coordination, and ensuring nothing slips through the cracks, you enable the CEO to lead strategically and the company to operate efficiently.
Success in this role means:
- You’re the calm in the chaos, bringing order to a fast-paced, detail-heavy environment.
- The CEO rarely has to follow up or double check—because you already handled it.
- Everything is running on time, in the right hands, and documented clearly.
- You think two steps ahead, spot gaps before they become problems, and love making systems smoother.
- The CEO’s calendar and inbox are optimized, keeping her focused on strategic priorities.
- No tasks, messages, or follow-ups fall through the cracks—ClickUp, Slack and Notion are clean and current.
RESPONSIBILITIES
Calendar, Inbox & Daily Workflow Management
- Own the CEO’s inbox and calendar, ensuring no double bookings, missed messages, or overlooked details.
- Respond to emails and messages promptly, flag urgent matters, and maintain CEO-focused time blocks.
- Organize and update ClickUp (or relevant task tools) with to-dos, deadlines, and meeting notes.
- Coordinate occasional business-related logistics (e.g., travel, receipts, gifts, errands).
Sales Admin & Follow-Up
- Attend Client Onboarding Calls to extract key details and process payment.
- Ensure follow-up is completed for proposals, open loops, or no-shows within 48 hours.
- Maintain a clean sales-to-onboarding pipeline with no delays in communication.
Internal Team Coordination & Project Flow
- Act as the Slack-to-ClickUp bridge: capture internal team messages, assign tasks, and track updates.
- Prepare weekly priority lists and ensure everyone has what they need to stay on track.
- Lead weekly and monthly task reviews, highlighting bottlenecks and next actions.
Systems Ownership & Operational Support
- Maintain and optimize tools like Notion, Slack, ClickUp, and Drive.
- Act as the gatekeeper for logins, 2FA, permissions, and secure password storage.
- Keep internal systems, files, and credentials up to date and accessible.
- Handle offboarding admin like deactivating access, storing client contracts, and archiving deliverables.
YOU’RE THE PERFECT FIT FOR US IF…
- You have 2+ years experience as a high-level EA or Ops Admin
- You’re completely obsessed with organization and systems
- You think 2 steps ahead, anticipate roadblocks, and bring solutions
- You’re excellent at managing details and never let tasks slip through the cracks
- You thrive inside project management tools like ClickUp and Notion
- You enjoy problem-solving and love streamlining systems
- You’re confident managing sensitive data, passwords, and contracts
- You can juggle inboxes, proposals, travel, and scheduling without missing a beat
- You nerd out on all the things that make a successful business tick, loving to read books, dive into trainings, and grow into a true leader.
- You are committed to both personal and professional growth, continuously seeking ways to improve and contribute to the company’s long-term success.
BONUS POINTS IF…
- You have experience supporting a financial company, advisor, or tax/bookkeeping team
- You are tech-savvy with a love for integrations and automations
- You’ve worked in fast-paced online businesses with growing teams
NEXT STEPS:
Please apply via form & include the keyword “KEEPS!” in the “Anything you’d like to add?” portion of the application.