Executive Assistant (Job ID: JASSAM1EA)

About the Client:

Our client is the founder of a high-end, fast-scaling premium service provider based out of Austin, Texas, that designs and installs custom, "done-for-you" home video studios for prominent online business owners. Offering a comprehensive suite of hardware, lighting, and proprietary software—with top-tier packages reaching $25,000—the company has rapidly accelerated from a $120K run rate to a $350K pace, with firm sights set on hitting $1M per month. The business is led by an incredibly fast-moving, highly time-constrained founder who currently manages a growing team of eight, soon expanding to thirteen. The founder operates at a relentless pace, runs daily workflows heavily through Claude inside of Notion, and is deeply protective of the company’s operational integrity following past placement failures. He is looking for a strategic partner to trust entirely, choosing to delegate the hiring architecture completely to experts so he can step out of the daily noise and focus on hyper-growth.

About the Role:

The Executive Assistant (EA) role is a full-time, high-level remote position serving as the strategic right hand and operational shield for the Founder of the business. As the business undergoes rapid scaling, the primary goal of this EA is to centralize communication into a single, direct channel—eliminating the "gladiator" feeling of being hit from all directions.

This is not a traditional passive assistant role. We are seeking a direct, high-EQ, and proactive candidate who can anticipate needs, keep the Founder aligned, and help prioritize urgency versus importance. Acting as a hawk across company communications, you will transform raw transcripts into structured documentation, oversee project pipelines, manage administrative and financial logistics, and keep the founder focused forward.

Key Responsibilities

Centralized Communication & Inbox Oversight:

• Serve as a "hawk" across all Slack channels, email, and potentially SMS; consolidate incoming requests into a single stream for the Founder.
• Manage and triage inboxes, reply on behalf of leadership, and summarize multi-channel correspondence.

Calendar, Scheduling & Media Management:

• Proactively manage the Founder’s calendar, booking podcast guests, interviews, and key calls.
• Execute and manage the Testimonial Media Cycle Management SOP.

Documentation & AI Information Architecture:

• Take AI-generated meeting transcripts and independently convert them into clean documentation, policies, MSAs, role expectations, and DocuSign Terms of Service updates.
• Maintain and update the task tracking database in Notion.

Project Management & Initiative Tracking:

• Oversee quarterly initiatives and track project phases across departments.
• Follow up on "end-state" markers with team members so the Founder gets high-level updates without having to micromanage or ask around.

Logistics, Financial Support & Onboarding:

• Onboard new team members, create software accounts, and track company property (e.g., home studio hardware fronted to sales reps).
• Manage employee reimbursements and communicate regularly with the external finance team in Slack.
• Assist with operational banking, company credit card payments, contractor payments, and sales admin inside GoHighLevel (GHL).

Qualifications & Skills

• Thick-Skinned, Direct, & Candid: Highly direct, robust communicator who is comfortable speaking up, offering pushback, and flagging potential risks or mistakes. Zero passive-aggressiveness or "yes-man" behavior.
• High EQ & Fun Personality: Personable, able to joke around and adapt to a fast-paced, relaxed internal culture, while remaining completely professional and mission-focused when it’s time to work.
• Proactive & Strategic Vision: A forward-thinking partner who helps the Founder see "over the hill," structure task priorities, and stay focused on what is truly urgent vs. important.

Technical & Software Requirements

• Notion (Advanced / Expert): Must be skilled in building functional Notion databases, custom dashboards, auto-pings, and automated workflows (not just basic spreadsheets).
• AI & Prompting Literacy (Claude): Fluency with Claude (including Claude integrated into Notion). Understanding prompt engineering best practices (e.g., instructing AI to ask clarifying questions prior to generating outputs).
• CRM & Operations Software: Experience with or quick adaptability to GoHighLevel (GHL) and DocuSign. High learning agility for new software tools.
• Communication Stack: Fluency in Slack, email management, and task tracking systems.