Executive Assistant to CEO & COO

Executive Assistant to CEO & COO

Company: Free Life Wellness Center
Position: Executive Assistant to CEO & COO
Schedule: Full-Time, Monday–Friday
Hours: 8:00 AM–5:00 PM Arizona Time
Location: Remote
Reports To: CEO
Supports: CEO/CFO and COO

About the Role

Free Life Wellness Center is looking for a highly organized, proactive, dependable Executive Assistant to support our CEO and COO and help keep the administrative side of our organization running smoothly.

This person will serve as a key administrative partner to leadership and a central point of organization for Free Life. Your primary responsibility is simple: keep leadership organized, communication moving, administrative systems maintained, and important tasks from falling through the cracks.

The position primarily supports our CEO, who also oversees the company's financial operations, while also providing administrative and project support to our COO in operations, HR, and compliance.

We are looking for someone who doesn't simply wait to be told what to do. We want someone who notices what needs to happen, keeps track of details, follows through, and gradually learns to anticipate the needs of leadership.

Key Responsibilities

Executive Support

-Manage the CEO's calendar, meetings, appointments, invitations, and scheduling.
-Monitor and organize the CEO's email inbox.
-Draft and respond to routine emails on behalf of the CEO.
-Identify urgent matters and flag items requiring the CEO's direct attention or decision.
-Maintain a running list of items requiring CEO follow-up, approval, or decision.
-Prepare agendas, documents, reminders, and background information for meetings.
-Attend selected meetings, take notes, document action items, and coordinate follow-up.
-Follow up with leadership and team members regarding outstanding assignments.
-Help protect the CEO's time by determining what can be handled independently and what truly requires CEO involvement.
-Assist with administrative components of financial, vendor, contract, and business matters as directed by the CEO.

Shared Inbox & Communication Management

-Monitor the organization's Admin and Info email inboxes throughout the business day.
-Respond to routine inquiries using approved responses and established procedures.
-Route clinical, HR, billing, referral, scheduling, compliance, and other inquiries to the appropriate team member.
-Flag urgent, sensitive, or executive-level matters for leadership.
-Follow up when emails have been forwarded to ensure requests are addressed.
-Maintain organized shared inboxes using folders, labels, archiving, and other systems.
-Identify recurring questions and help develop templates or processes to improve efficiency.

Administrative Systems & Organization

-Help organize and maintain Free Life's Google Drive and shared electronic files.
-Maintain clear folder structures, naming conventions, and document organization.
-Help ensure staff are accessing current versions of forms, templates, policies, and resources.
-Organize and maintain the company's internal intranet/resource center.
-Upload and organize policies, procedures, forms, training resources, leadership documents, and staff resources.
-Maintain company calendars, directories, contact lists, templates, trackers, and recurring administrative resources.
-Help create systems that make information easier for staff and leadership to locate.
-Periodically review administrative systems and identify items that need to be updated, reorganized, or archived.

COO, HR & Compliance Support

-Provide administrative support to the COO with operational, HR, and compliance projects.
-Coordinate meetings, trainings, onboarding activities, orientations, and leadership follow-ups.
-Assist with organizing HR and compliance documents and trackers.
-Track deadlines and outstanding administrative items.
-Send reminders and follow up with team members regarding requested information.
-Assist with audit and compliance preparation.
-Help maintain recurring operational and compliance calendars.
-Assist with onboarding and offboarding administrative tasks as assigned.
-Support the COO with maintaining organized records, documents, and internal resources.

Meetings & Follow-Through

-Coordinate internal and external meetings.
-Send calendar invitations, Zoom links, reminders, and meeting materials.
-Attend designated leadership or project meetings.
-Take clear meeting notes and identify decisions, assignments, owners, and deadlines.
-Send follow-up communication after meetings when needed.
-Maintain an action-item tracker and follow up with responsible team members.
-Bring unresolved or overdue matters back to the appropriate executive.

Special Projects & Marketing Support

-Assist with special projects for Free Life Wellness Center and affiliated business initiatives.
-Provide light administrative and marketing support for Free Life Fit as assigned.
-Assist with social media scheduling, marketing materials, event promotion, website updates, and content organization.
-Coordinate invitations, community events, promotional activities, and outreach projects.

Must-Haves
✅ Excellent English, written and spoken — you will communicate with employees, partners, and others on behalf of leadership.
✅ Extremely organized — you enjoy checklists, systems, calendars, and keeping information organized.
✅ Reliable — you show up on time, communicate, and do what you say you will do.
✅ Strong follow-through — you don't need to be repeatedly reminded about assignments.
✅ Good judgment — you can learn what needs executive attention and what can be handled independently.
✅ Tech-savvy — you can quickly learn new tools and systems, including Google Workspace, Zoom, and other business platforms.
✅ Professional and discreet — you understand that you may have access to confidential business, employee, financial, and healthcare-related information.
✅ Available 8:00 AM–5:00 PM Arizona Time, Monday–Friday.
✅ Reliable high-speed internet and a quiet, professional workspace.

Nice to Have
? Previous experience as an Executive Assistant, Virtual Assistant, or Administrative Assistant.
? Experience managing executive calendars or email inboxes.
? Experience managing shared organizational inboxes.
? Experience organizing Google Drive or other cloud-based document systems.
? Familiarity with project management tools.
? Healthcare or behavioral health administrative experience.
? Experience supporting executives or leadership teams.

Compensation & Benefits
Starting Rate: $6.00 USD/hour
Hours: 40 hours per week
Payment: Bi-weekly through our payroll provider
Schedule: Monday–Friday, 8:00 AM–5:00 PM Arizona Time
Breaks: 1-hour unpaid lunch and two 15-minute paid breaks
Sick Time: 40 hours per year
Paid Time Off: 40 hours during the first year
PTO Growth: Increases to 80 hours after two years of employment
Performance Reviews: Opportunities for compensation increases based on performance and growth within the position
Long-Term Growth: Opportunity to grow into increased executive and operational responsibility as the organization continues to expand.

What Success Looks Like

Within the first few months:

-The CEO's inbox and calendar are organized and manageable.
-The Admin and Info inboxes are consistently monitored and appropriately handled.
-Routine communications no longer require executive involvement.
-Leadership knows what requires their attention without having to sort through everything themselves.
-Meetings are organized and followed by clear action items.
-Follow-ups are completed without the CEO or COO having to constantly chase them.
-Google Drive and the company intranet are becoming organized, current, and easy to navigate.
-The COO receives consistent administrative support with operations, HR, and compliance.
-You understand what should go to the CEO, COO, or another team member.
-You begin anticipating needs instead of waiting for every assignment.

How to Apply

We want to keep the application process simple. We're more interested in seeing how you communicate, organize, think, and solve problems than receiving a long application.

Step 1: Record a Short Video — 2–3 Minutes

Upload an unlisted Youtube video or provide a Loom link.

In your video, tell us:

Who you are and where you're from.
Why you're interested in this Executive Assistant position.
What would make you a great EA/VA.
One thing you're exceptionally good at organizing.
What you believe makes an Executive Assistant valuable to a busy CEO.

Keep it professional but conversational. We want to see your personality and communication style.

Step 2: Answer These Questions in the body of the email or an attached word doc
-How many years of experience do you have as an EA, VA, Administrative Assistant, or similar role? If none, that's okay — tell us about relevant experience.
-How would you rate your written and spoken English skills from 1–10?
-Tell us about a time you helped a busy person or team stay organized and on top of responsibilities.
-What tools have you used? Examples may include Google Workspace, Google Drive, Microsoft Office, Zoom, Slack, Asana, ---------- , Notion, Canva, or other business systems.
-Have you ever managed another person's email inbox or calendar? If yes, briefly explain what you were responsible for.
-Are you available to consistently work Monday–Friday, 8:00 AM–5:00 PM Arizona Time?
-Rate your English (written and spoken) 1–10.

Step 3: Complete This Short Executive Assistant Exercise

Imagine you begin your workday and find the following:

The CEO has 32 unread emails.
An employee emailed the Admin inbox asking an HR question.
A community partner emailed the Info inbox requesting a meeting with the CEO.
The CEO has a meeting beginning in 30 minutes and needs a document for the meeting.
The COO asked you yesterday to follow up with three employees regarding overdue information.
Someone is requesting an urgent meeting with the CEO today but has not explained what the meeting is about.
You notice two meetings on the CEO's calendar overlap tomorrow.

Tell us how you would prioritize these items and what you would do first.

Then draft a short professional email responding to the person requesting an urgent meeting with the CEO.

There isn't necessarily one perfect answer. We want to understand how you think, prioritize, communicate, and protect an executive's time.

Step 4: Send Your Application

Send your application to the email address listed in this posting.

Subject Line: Executive Assistant Application – [Your Name] – Free Life

Include:

1. Link to your 2–3 minute video
2. Answers to the application questions
3. Your completed EA exercise
4. Your résumé in PDF format

Please follow the application instructions carefully. Attention to detail is an important part of this position.

What We're Looking for in Your Application

We're not looking for perfection. We're looking for someone who:

✅ Follows instructions
✅ Communicates clearly and professionally
✅ Thinks logically
✅ Demonstrates good judgment
✅ Pays attention to details
✅ Takes initiative
✅ Understands how to prioritize
✅ Shows genuine interest in the position
Interview Process

1. Round 1: Application, video, and EA exercise review

2. Round 2: Scheduled Video interview with leadership

3. Reference check

4. Offer

Frequently Asked Questions

Is $6/hour really the starting rate?

Yes. The starting rate is $6 USD/hour for 40 hours per week. Performance and compensation will be reviewed as the employee grows in the position and demonstrates the ability to independently manage increased responsibilities.

Do I need previous Executive Assistant experience?

Experience is preferred but isn't the only thing we're considering. Someone who is exceptionally organized, reliable, professional, tech-savvy, and able to learn quickly may still be a strong candidate.

Will I attend meetings?

Yes. You may attend selected meetings with the CEO, COO, leadership team, or outside partners to take notes, track action items, and assist with follow-up.

Will I have access to confidential information?

Yes. This position may have access to confidential business, employee, financial, and healthcare-related information. Maintaining confidentiality and following company privacy and security requirements are essential responsibilities of the position.

Will I receive training?

Yes. You will receive training on Free Life's systems, workflows, communication expectations, and the types of matters that should be handled independently, routed to another department, or escalated to leadership.

What's the growth path?

As Free Life continues to grow, a high-performing Executive Assistant may have opportunities to take on increased executive support, project coordination, and operational responsibilities.

About Free Life Wellness Center

Free Life Wellness Center is a growing behavioral health organization serving children, adolescents, adults, and families.

Our leadership team values clear communication, reliability, initiative, professionalism, and people who take ownership of their responsibilities.

We're looking for someone who wants a stable, long-term opportunity and is excited to grow alongside the organization.

Ready to Apply?

Remember:

✅ Record your 2–3 minute video
✅ Answer the application questions
✅ Complete the Executive Assistant exercise
✅ Attach your résumé
✅ Follow the application instructions carefully

We're excited to learn more about you!