Executive Assistant

Experience Needed / Responsibilities

• Calendar and scheduling — the core of the role- Own and prioritize the Founder’s calendar across multiple businesses, and defend it
• Schedule and coordinate meetings across leadership teams, external partners, vendors and advisors
• Resolve conflicts and reschedule without being asked
• Prepare him for each day — what’s coming, who’s in it, what he needs in hand
• Inbox and communication- Triage and organize the Founder’s email; surface what needs him and handle what doesn’t
• Draft routine correspondence and replies for his review
• Route requests to the right owner across the organization and follow them to closure
• Serve as a reliable point of contact between the Founder and internal and external stakeholders
• Meetings and follow-through- Build agendas and assemble materials, presentations and supporting documents ahead of time
• Take notes, capture action items, and track them until they’re done
• Send recaps and chase open items so accountability doesn’t depend on memory
• Travel and events- Plan and book all executive travel — flights, hotels, ground transport, itineraries
• Manage conference and event registrations, schedules and on-site logistics
• Coordinate travel for leadership across entities when trips overlap
• Handle changes in real time when plans move
• Documents, records and administration- Maintain organized digital document repositories so anything can be found quickly
• Keep records current and accessible across multiple entities
• Track expenses, receipts and reimbursements
• Support vendor administration — renewals, service dates, points of contact
• Support HR and recruiting logistics: interview scheduling, candidate coordination, onboarding checklists
• Anticipation- Learn how the Founder works and get ahead of what he’ll need
• Flag conflicts, risks and dropped balls before they become problems
• Keep a running view of open commitments across the businesses
• What this role does not cover
• Legal coordination, outside counsel management, trademark and patent filings, entity governance, corporate filings and cap table administration sit elsewhere. This role may help collect documents or schedule with counsel, but does not own the legal function.

Good to Have

• Strong written and verbal communication, and a good eye for creative and brand consistency.
• Experience with email or lifecycle marketing and CRM tools.
• Highly organized and reliable. You can juggle several projects and partners at once and keep everything moving without being chased.
• Comfortable with the modern marketing stack: email and CRM (GoHighLevel or similar), social tools, the basics of paid media on Meta and Google, and web analytics.
• Comfortable using AI tools to work efficiently and produce more.
• Fluent and comfortable with reporting and analytics tools.
• A proactive communicator who can hold partners accountable and keep everyone aligned.
• Experience marketing to the trades, home services, or small business owners. If you do not have it, you respect that audience and can learn their world quickly.
• Hands-on paid media, or marketing operations and attribution experience.
• Copywriting or short-form video and content production.
• Bachelor's degree in marketing or a related field, or equivalent hands-on experience.

Non-negotiable Requirements

Industry Tools / Experience

• Google Workspace, Microsoft Office, Slack, Notion, AI tools, automation tools, bot-driven reporting tools