Position Overview
This role combines Executive Assistant, Operations Coordinator, Community Manager, and CRM Administrator responsibilities.
The ideal candidate is not simply task-oriented but ownership-oriented. We are looking for someone who proactively manages responsibilities, follows through relentlessly, identifies issues before they become problems, and serves as a trusted operational partner.
This person will become a critical extension of leadership and help ensure the business operates efficiently while maintaining a high-touch experience for sponsors, clients, community members, podcast guests, and executive stakeholders.
Core Responsibilities
Executive Support & Calendar Management
- Manage executive calendar and scheduling
- Respond to scheduling requests within one hour during business hours (9:00 AM – 5:00 PM ET)
- Coordinate client meetings
- Schedule advisory sessions
- Coordinate vendor meetings
- Manage executive availability
- Handle scheduling conflicts
- Send meeting confirmations and reminders
- Coordinate travel-related appointments when required
- Track action items from meetings
Attention to detail is critical.
The ideal candidate can identify duplicate records, incorrect titles, missing information, and inconsistencies before they impact business operations.
Invoicing & Accounts Receivable Support
- Generate and submit invoices
- Track invoice status
- Monitor outstanding receivables
- Follow up on overdue payments
- Coordinate with Accounts Payable departments
- Manage invoicing portals
- Maintain receivables dashboard
- Escalate payment concerns when needed
- Track sponsorship payments
Community Management
Support the growth and engagement of the business community.
Responsibilities include:
- Community platform administration
- Member onboarding
- Membership tracking
- Community support
- Event promotion
- Engagement monitoring
- Sponsorship fulfillment
- Community communications
- Tracking member participation
Preferred experience with Circle or similar community platforms.
Podcast Operations
Support executive podcast initiatives.
Responsibilities include:
- Guest outreach coordination
- Scheduling prep calls
- Coordinating guest logistics
- Sending reminders
- Tracking guest assets
- Organizing recordings
- Managing show documentation
- Coordinating with editors and production partners
- Maintaining podcast calendar
Executive Event Management
Coordinate executive networking experiences, including:
- CISO dinners
- Executive roundtables
- Sponsor events
- Private networking experiences
Responsibilities include:
- LinkedIn outreach
- Invitation management
- RSVP tracking
- Follow-up communications
- Venue coordination support
- Attendee management
- Sponsor coordination
- Event reporting
Strong LinkedIn proficiency is required.
Business Development Support
Assist with relationship management and pipeline development.
Responsibilities include:
- Tracking introductions
- Monitoring partnership opportunities
- Managing sponsor follow-ups
- Supporting prospect outreach campaigns
- Maintaining relationship databases
- Coordinating follow-up activities
Required Skills
Administrative & Operations
- Executive Assistant experience
- Calendar management
- Meeting coordination
- Project coordination
- Operations support
- Process management
CRM & Data Management
- HubSpot experience strongly preferred
- CRM administration
- Data entry accuracy
- Pipeline management
- Reporting
Communication
- Excellent written English
- Professional communication skills
- Executive-level correspondence
- Stakeholder management
Technical Skills
Required:
- HubSpot
- Microsoft Office / Google Workspace
Preferred:
- Beehiiv
- Circle
- Webflow
- Teams
Ideal Candidate Profile
You are:
- Highly proactive
- Detail-oriented
- Persistent
- Organized
- Resourceful
- Curious
- Reliable
- Process-driven
- Able to work independently
- Comfortable interacting with executives
- Capable of managing multiple priorities
You take ownership of outcomes, not just tasks.
When given responsibility, you proactively follow through until completion and communicate updates before being asked.
Hours & Compensation
Initial Engagement
- 10 hours per week
- Must be available during Eastern Time business hours
- Fast response expectation
- Typically:
- Morning check-in
- Afternoon check-in
- 1 hr in AM (10am ET, 1 hr afternoon (4pm ET)
Growth Opportunity
Potential expansion to:
- 10–15+ hours weekly
- Increased operational responsibilities
- Leadership opportunities as business grows
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