Executive Assistant / Strategic Support Partner

This Is Not a Traditional Executive Assistant Role
Candidates must have at least three years of professional Executive Assistant or senior executive administrative experience directly supporting a Founder, CEO, President, business owner, or comparable senior executive.

We are seeking an experienced Executive Assistant to provide high-level strategic and administrative support to the Founder and CEO of a growing U.S.-based consulting company.

This is an independent contractor engagement for someone who has already worked directly with a Founder, CEO, President, or comparable senior executive and understands the level of judgment, discretion, organization, initiative, and follow-through that relationship requires.

The Founder is leading the company through an important period of growth. The Executive Assistant will play an integral role in helping him remain focused on the activities that require his attention while ensuring that important operational, client, business-development, and administrative matters continue moving forward.

This is not a traditional virtual assistant engagement. We are looking for someone who can assume meaningful ownership of executive support responsibilities, work independently, exercise sound business judgment, and become a trusted professional partner to the Founder.

Scope of the Engagement

The Executive Assistant will provide support across executive administration, scheduling, communication, project coordination, business-development administration, and operational follow-through.

Responsibilities will include managing the Founder’s calendar and inbox; coordinating meetings and schedules; organizing information and priorities; preparing for meetings; tracking commitments and deliverables; coordinating projects; maintaining CRM information and business-development follow-up; supporting executive correspondence; conducting research; maintaining systems and processes; and identifying opportunities to improve the efficiency and organization of recurring work.

The contractor will regularly interact with clients, prospects, partners, vendors, and other stakeholders and must represent the Founder and company with professionalism, sound judgment, discretion, and excellent written and verbal communication.

Because priorities may change quickly in a growing founder-led company, the successful contractor must be comfortable operating with appropriate independence, determining what requires attention, and seeking direction when executive input is genuinely necessary.

Minimum Qualifications

Candidates must have at least three years of professional Executive Assistant or senior executive administrative experience directly supporting a Founder, CEO, President, business owner, or comparable senior executive.

Experience should include substantive responsibility for executive calendar and inbox management, meeting coordination, follow-through, project or workflow management, professional correspondence, and the use of business technology such as CRM and project-management platforms.

General virtual assistant experience without significant direct executive-support experience will not satisfy this requirement.

Strong written and spoken English, excellent organization, discretion, professional judgment, attention to detail, technological proficiency, and demonstrated success working remotely are required.

Core Skills & Experience
1. Executive Assistance to a Founder, CEO, President, or Senior Executive
2. Prioritization & Business Judgment
3. Executive Communication & Assertive Managing Up
4. Closed-Loop Follow-Through & Accountability
5. Systems, Process & SOP Ownership
6. Project Management & Coordination
7. CRM & Sales Administration
8. Executive Calendar & Inbox Management
9. Adaptability & Clear, Concise Communication
10. Research, Problem-Solving & Independent Judgment

Technology & Platform Proficiency
• Asana
• CRM Platforms, including familiarity with systems such as GoHighLevel, Salesforce, HubSpot, or Keap
• Slack
• Google Workspace, including Gmail, Google Calendar, Google Drive, Google Docs, and Google Meet
• AI Tools, including ChatGPT, Claude, Gemini, and/or Microsoft Copilot
• Project Management Platforms such as ClickUp, Trello, or ----------
• Email & Inbox Management Tools
• Calendar & Scheduling Tools
• Shared Document, File Management & Collaboration Platforms
• CRM Reporting, Pipeline Tracking & Sales Follow-Up Tools

Executive Assistant duties:
• Email Management: Managing the CEO's email inbox, categorizing emails based on priority, and drafting communications. Alerting the CEO to urgent items that need attention.
• Calendar Management: Scheduling and coordinating meetings and appointments, managing travel plans, and rescheduling meetings as needed.
• Document Management: Organizing files in a shared folder.
• Executive Communications: Alert the CEO to timely issues, schedule changes, and business imperatives during regularly scheduled meetings and ad hoc as needed.
• Meeting Preparation and Follow-Up: Preparing agendas and materials, taking notes, and following up on action items.
• Personal Tasks: Handling any personal tasks required by the CEO.
• Travel Planning: Researching, planning, and booking travel for the CEO.
• Financial Reporting: Update the company’s financial forecast with profit and loss data from Quickbooks on a monthly basis.
• Contribution to Idea Development: Contribute to the development of new ideas and strategies to enhance relationships and strengthen BizHack's business impact. Advise the CEO as needed.
Sales Support duties:
• CRM Management: Oversee the opportunities and contacts sections of the Customer Relationship Management system, ensuring accurate and up-to-date information.
• Lead and Opportunity Management: Track and manage current leads and opportunities, ensuring timely follow-ups and data accuracy.
• Sales Email Drafting: Draft emails based off of templates to prospects for cold or warm outreach, ensuring clear and effective communication.
• Coordination and Meetings: Coordinate and attend meetings with the sales manager, providing support where necessary.
• Follow-Up and Scheduling: Maintain a system for following up and scheduling all discovery calls.
• KPI Tracking: Monitor sales statistics and update them weekly in a spreadsheet.
• Conference Planning: Organize and plan for industry conferences, ensuring all logistics are handled efficiently. Outreach to prospects before the conference and scheduling follow up meetings with those met at the conference.
Required Skills & Qualifications:
• Excellent communication and writing skills.
• Organized with demonstrated follow through.
• Self-motivated.
• Highly collaborative and comfortable navigating the unknown.
• Resourceful, creative, and adept at finding solutions.
• At least 3 years of experience as an executive assistant or a similar role.
• Analytical Nature: Demonstrate strong analytical skills to navigate complex tasks and situations effectively.
• Responsiveness and Support: Provide prompt and efficient response and support to the CEO's needs, ensuring seamless daily operations.
• Efficiency Master: Identify opportunities to automate, simplify, and streamline processes to create efficiency within the organization.
• Adherence to Core Values: Encourage and exemplify adherence to BizHack's core values, fostering an authentic living of these values within the team.