Location: Hybrid (virtual + coworking space in Queens, NY)
Schedule (Month 1): 8 hours/week (part-time, exploratory/pilot)
Travel: Occasional to Pittsburgh, PA
Employment Type: Part-time (non-exempt or contractor—your choice)
Start Date: ASAP
About the Role
Support a founding couple across their individual and joint ventures. You will create order, drive follow-through with US and international teams, and keep priorities moving. The first month is an exploratory pilot to validate fit and create core systems, with potential to extend and scale hours.
What You’ll Do
-Executive Support & Operations
-Manage calendars, prepare meetings, and follow up with two principals.
-Establish weekly checkpoints and rhythms across US/international collaborators.
-Track actions and deadlines; push for updates with clear, assertive communication.
-Project & Vendor Coordination
-Spin up task management processes, status reports, and surface risks early with solutions.
-Coordinate with staff, vendors, and contractors to clarify deliverables and timelines.
-Communications & Logistics
-Draft concise emails/briefings; ensure tone and brand alignment.
-Arrange virtual/in-person meetings, coworking logistics in Queens, and occasional travel.
-Handle reimbursements, invoices, and light expense tracking; maintain confidentiality.
Month-1 Pilot: Focus & Deliverables (8 hrs/week)
-Week 1: Intake + audit (calendars, inboxes, current projects, tools); propose a weekly operating rhythm.
-Week 2: Launch a single source of truth (task tracker) with owners, dates, and status.
-Week 3: Implement SOPs for calendaring, meeting notes → action items → follow-ups.
-Week 4: Produce a concise operating report (wins, risks, next steps) + recommendations for hours/scope going forward.
Success Criteria (by Day 30):
-Weekly checkpoints running on time with clear agendas and follow-ups.
-Task tracker in use with ≥90% on-time task completion for committed items.
-Documented SOPs for scheduling, travel, and vendor intake.
-Principals’ satisfaction ≥4.5/5 and a go/no-go recommendation for scale-up.
You’re a Great Fit If You Have
-4–7+ years EA/Operations experience supporting senior leaders (multi-venture a plus).
-Exceptional organization and documentation habits.
-Assertive communication across time zones and cultures; comfortable directing checkpoints.
-Tool fluency: Google Workspace
-Calendar & travel mastery and time-zone flexibility for early/late calls as needed.
-High discretion with sensitive information.
-Nice to have: experience in small businesses, family businesses, real estate, social enterprise, and events.
Working Style & Expectations
-Hybrid: virtual work plus on-site coworking in Queens as needed.
-Core availability in ET business hours; occasional off-hours for international coordination.
-Occasional travel to Pittsburgh, PA.
How to Apply
Apply with the subject “Executive Assistant (Part-Time Pilot) – [Your Name]” and include:
- A 3-5 bullet point weekly status format you’ve used.
- One example of a complex calendar/travel challenge you solved.
