Executive Assistant

1. Company Vision & Mission

Ready to make an impact in the world and do what you were born to do?
We Need That Creative Power To help Make Luna Ice the coolest ,Best, #1 Ice pack company In the world. And in order to be great we Need the best talent to create the best possible value for customers.
Let's put those Gifted talents you have to a Greater Mission of changing the cooling world Forever.
Are You Ready to be Cool?

2. Scorecard: Key Performance Indicators (KPIs)
1. 100% completion rate of assigned executive accountability tasks weekly
2. 12-hour response time to all executive inquiries or task requests
3. 100% SOPs documented for all recurring company functions
4. Weekly executive time audit report submitted
5. 100% inventory status updated weekly across all platforms
6. 100% accuracy in inventory reconciliation (with supply chain & accounting)
7. Zero overdue tasks assigned to the Executive (Accountability Metric)
8. 100% data folders organized and standardized by naming convention
9. 48-hour turnaround for organizing and storing new data
10. 100% recurring meeting agendas prepped 24+ hours in advance

3. What Success Looks Like:
Success in this Executive Assistant role is defined by seamless operational support that removes bottlenecks from the CEO’s schedule while ensuring nothing slips through the cracks. You become the right-hand partner who doesn’t just manage the calendar or inbox, but ensures the business engine runs smoothly—projects move forward, SOPs are followed, inventory is accurate, and your executive is hyper-accountable to the business’ biggest priorities.
You will lead the documentation and management of the company’s operational playbook (SOPs), keep critical data structured and findable, and oversee inventory tracking processes so there’s full visibility and no stock surprises. If done well, this role will be the glue that enables all other departments to operate more efficiently. You’ll be in constant communication with the CEO, acting as a filter, protector of time, and amplifier of productivity. Your performance will be measured by your ability to keep projects, processes, and people aligned—and especially the executive you support.


4. Primary Objectives (20% BIG ROCKS)
1. Ensure CEO stays on track with weekly, monthly, and quarterly priorities through consistent task review and accountability nudges.
2. Build, document, and maintain SOPs across key business functions.
3. Oversee and manage company inventory tracking systems with cross-team accuracy.
5. Regular Work Activities (80%)

1. Conduct weekly 411s with CEO to review progress on key objectives
2. Monitor and update task/project management dashboard
3. Audit all recurring SOPs, ensuring relevancy and clarity
5. Organize and update central data hub (e.g., Google Drive/Notion)
6. Track and update inventory logs in coordination with supply chain
7. Conduct weekly inventory reconciliation with 3rd party fulfillment
8. Set up automation/reminders for executive task follow-ups
9. Prepare agendas and take detailed notes in meetings
10. Distribute meeting notes and follow-up items same day
11. Keep the executive inbox and calendar optimized daily
12. Draft/update executive SOPs for productivity and delegation
13. Manage shared team documentation library and permissions
14. Work with team leads to extract, format, and upload data reports
15. Build accountability workflows (dashboards, status reports, etc.)
16. Audit recurring tasks for automation or delegation opportunities
17. Coordinate with cross-functional teams for data & SOP input
18. Maintain weekly “Executive Snapshot” summary dashboard
19. Complete special projects and reports assigned by CEO



6. Key Skills

• Extreme attention to detail
• Highly organized and systems-minded
• Strong task follow-through and accountability mindset
• Excellent written communication and documentation
• Comfortable using project management tools (e.g., ClickUp, Asana)
• High emotional intelligence and confidentiality
• Proactive problem-solving and process thinking
• Data fluency (Google Sheets/Excel/Notion/Docs)
• Ability to turn chaos into structure
• Fast learner with a “figure it out” mindset
Say You’”Okay Luna” when submitting application


7. Role Requirements
• 2+ years of experience in an Executive Assistant or Chief of Staff role
• Proven experience building SOPs and managing operational systems
• Strong experience with data management tools (Google Workspace, Airtable, Notion)
• Inventory experience preferred (basic tracking, audits, reconciliation)
• Ability to hold leaders accountable in a tactful and proactive way
• Experience working remotely in a fast-paced e-commerce or tech environment
• Bachelor’s Degree or equivalent work experience preferred
• Familiarity with Slack, ClickUp/Asana, Loom, Google Drive, SOP tools