Executive Assistant

This is a fully remote position, open to applicants in Minnesota.

📋 Description

• Establish the framework and proactive assistance required for the CEO to dedicate most of his time, energy, and focus on activities that drive significant value for AOA's growth.

• Conduct a Daily Executive Briefing with the CEO to review the calendar, priorities, decisions, inbox items, and outstanding tasks.

• Manage inbox triage from start to finish: filter out distractions, respond to routine inquiries, draft replies for approval, and escalate only those items that genuinely warrant the CEO's attention.

• Safeguard the CEO's calendar by overseeing scheduling, preserving focus time, coordinating meetings, and resisting unnecessary interruptions.

• Handle Accounts Receivable coordination: execute weekly aging reports, send reminders, monitor payment commitments, follow up diligently, and escalate sensitive cases when required.

• Oversee Accounts Payable and contractor operations: assist with the payment cycle, address contractor payment inquiries, and manage receipts and expenses.

• Act as the administrative liaison for the bookkeeper, CPA, legal, and insurance partners.

• Organize internal meeting logistics, including agendas, pre-reads, notes, action items, and follow-up.

• Coordinate recruiting logistics, encompassing interview scheduling, candidate communication, reference checks, and interview preparation materials.

• Manage travel and events, including flights, hotels, itineraries, conference arrangements, dinners, and expense reporting.

• Oversee SaaS subscriptions, vendor renewals, license tracking, and quarterly tool audits.

• Maintain a VIP stakeholder list and remind the CEO when timely relationship follow-ups are necessary.

• Filter vendor pitches, podcast invitations, networking requests, and other inbound matters that do not require the CEO's calendar.

• Coordinate team lifecycle events, including onboarding logistics, birthdays, anniversaries, appreciation moments, and offboarding assistance.

• Develop the EA Operating System by documenting playbooks, templates, and standard operating procedures that this role executes, enabling scalability as AOA expands.

⛳️ Requirements

• Minimum of 5 years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or a comparable role supporting a CEO, founder, or senior executive.

• Demonstrated capability to manage responsibilities from start to finish, operate autonomously, and follow through without needing reminders.

• Exceptional written and verbal communication skills, with the ability to express ideas warmly, clearly, professionally, and in an executive-ready tone.

• Strong judgment regarding what to handle directly, what to draft for approval, what to postpone, and what to escalate.

• High proficiency with modern email, calendar, document collaboration, and task management tools.

• Experience managing AR, AP, contractor payments, receipts, expenses, or similar finance-related workflows.

• Background in coordinating with external partners such as bookkeepers, CPAs, legal advisors, insurance providers, vendors, or consultants.

• Robust organizational systems for tasks, responsible parties, deadlines, decisions, and follow-through.

• High level of discretion and trustworthiness with sensitive financial, personnel, client, and strategic information.

• Strong fluency in AI tools, routinely leveraging them as a fundamental aspect of your work rather than as a replacement for your efforts.

🏝️ Benefits

• Competitive salary and performance-based bonuses.

• Comprehensive health benefits, including medical, dental, and vision coverage.

• Generous paid time off and flexible work arrangements.

• Opportunities for professional development and career advancement.