Executive Assistant

Executive Assistant
Remote, Part-Time

About You
We’re searching for someone who can be the AORTA of our business - the lifeline that keeps everything flowing smoothly and effectively. This role is for you if you embody:
A – Accountability: You take account of what needs to happen. It's about preparedness, organization, and planning. It involves understanding what's needed, asking questions, and anticipating surprises.
O – Organization: You thrive on structure, feel uneasy when things are out of order, and love creating systems that work seamlessly.
R – Reliability: You’re someone others can count on by consistently meeting expectations, listening, clarifying through questions, verifying through repeating things back in your own words, following through, meeting laid out deadlines, and providing updates on progress and status for the situation or task multiple times a day
T – Timeliness & Tenacity: Deadlines are sacred to you, and you approach challenges with persistence and determination.
A – Attitude (Response-ability): You’re able and willing to respond to a situation with an energizing emotional state and decide why the task or situation is important and meaningful to you.
You’re obsessive about organization. If file names don’t follow a consistent format or when an inbox has 100 unread messages, or when chat messages flood in with a disorganized flow you feel compelled to fix it. You’re meticulous with details, fast at typing and taking notes, and find joy in creating efficiency and order in chaos.
If that sounds like you, this role was made for you.

About Us
Your client is a fast-growing parenting coaching business that empowers parents of children aged 3-14. As a small but mighty team, we’re passionate about creating systems that help us make a bigger impact on families’ lives.
If you love the dynamic nature of a startup environment—where things move fast, you wear many hats, and there’s always a new challenge—this could be the perfect place for you.

What you’ll own:
Accountability & Support
Manage the client’s schedule & follow-ups
Create trackers and update daily performance metrics for the client
Provide reminders and accountability check-ins to help keep the client focused and on track with her schedule/workplan throughout the day.
Organize the client’s “notes to self” chat turning them into easily referencable or actionable items
Track, measure, organize, and summarize tasks to ensure smooth operations.

Organization & Systems Management
Update and maintain her daily and weekly workplans in the project management tool (Notion) and keep a pulse on projects she directs
Keep the email inbox impeccably organized (leveraging your abilities and assistance from an inbox-helper AI tool) for an inbox that has clear folder structures and no unread messages. You will also process the emails looking for follow-ups, insights, and hackable marketing or coaching content while guarding against an overflow of unnecessary subscription-based emails.
Maintain consistent, clear, and intuitive naming conventions across all files and platforms (e.g., Vimeo, Google Drive).
Assist the client with tech issues (like settings in Zoom) to ensure tech tools are seamless and easy for her to use

Timeliness & Communication
Respond to requests promptly and effectively.
Proactively identify areas for improvement and suggest solutions.
Check in with the client multiple times a day to ensure she is on track and supported
Be conscious of the client’s energy and flow and remain flexible to anticipate and meet her needs daily

Administrative Excellence
Take detailed, actionable notes during meetings and check-ins
Update, research, and maintain digital tools to enhance team and client productivity.

Compensation and Benefits:
Hours: 10-15 hours per week
Compensation: $4.00-$5.00 per hour
On-Call Availability: Respond to requests between 6:00 AM - 11:00 AM (PHL Time) within 15 minutes.
Meetings: Weekly all-staff meeting at 6:00 AM on Tuesdays (PHL Time), plus additional meetings as needed.
Remote Work: Work from anywhere with flexible hours.
Independent Contractor: This is a contract position without benefits. Only direct workers should apply. No agencies, please.
Growth Potential: Opportunity to transition into a full-time role with leadership responsibilities for the right candidate.

If you’re ready to bring your AORTA-level skills and mindset to our team, we’d love to hear from you. Apply today!

To Apply:
Please fill out this form:
https://docs.google.com/forms/d/1yhj7-GF7PFqGpTq-grGS9XC77TZxjB8vfas7EO2BL2Y/edit