Executive Assistant

ABOUT NGNG ENTERPRISES

NGNG Enterprises is a business strategy firm led by Amber Vilhauer that helps authors, entrepreneurs, and thought leaders build brands that matter. We work at the intersection of book launches, web design, marketing strategy, and leadership development. Our clients come to us to pursue the deepest feelings of self-actualization, and we take immense pride in the quality and Impact of that work.

This is a company built on real relationships, not transactions. If you thrive in environments where people actually care about each other and the work means something, keep reading.

THE ROLE

This is not a typical VA position. You will be the operational backbone for a CEO who moves fast, thinks big, and runs a deeply personal, relationship-driven business. You will manage her inbox, calendar, lead pipeline, travel, household logistics, and client communications. You will draft in her voice. You will anticipate what she needs before she asks. You will protect her time and energy like it's your job - because it is.

CEO communicates primarily through voice notes and ClickUp. She wants to know everything that's happening, but only wants to reply to one thing. Your job is to be the filter, the organizer, and the forward-mover so she can stay in her zone of genius. Discretion is key as you are dealing with sensitive information.

WHAT YOU'LL OWN

Email Management

• Triage, sort, and manage three active Superhuman buckets (Inbox, Sales, EA) plus client, internal, and personal labels (by 10 am MT and 2 pm MT at a minimum)
• Draft replies in CEO's voice for client, vendor, and lead communications; Draft all outbound communication in CEO’s voice - warm, personal, and human. AI tools may be used to accelerate your workflow, but every final output must read like it came from a real person who genuinely cares. NGNG’s brand is built on connection, not automation. Generic AI polish is not acceptable here.
• Run a structured follow-up cadence on all active sales threads
• Consolidate client email threads so CEO never opens a bucket with 17 messages

Calendar & Scheduling

• Manage four interconnected calendars (Family, CEO's child, NGNG CEO, Maintenance) with strict color coding and formatting standards
• Protect CEO's energy: stack calls smartly, build in recovery time, respect CEO's child days and protected blocks
• Schedule retainer clients 3–4 months in advance; coordinate with client EAs
• Do a weekly calendar sweep to catch formatting issues, missing blocks, and scheduling conflicts.
• Every calendar event should have a Zoom link, any prior relevant communication attached, and clear formatting.
• Prep strategy sessions with research notes, questionnaires, and Zoom links.
• Before each strategy session or discovery call, prepare a brief research note on the person CEO is meeting: who they are, what they do, and any shared connections or context that will help CEO show up informed and present.
• When rescheduling is necessary, do it with intention. Know where CEO needs breathing room, where CEO's child days fall, and how to move things without creating a domino effect. You are not just moving blocks - you are protecting her energy.
• Coordinate directly with other EAs and chiefs of staff when scheduling across organizations. Be polished, efficient, and represent NGNG well in every external interaction.

Lead Pipeline & Sales Support

• Manage the full lead lifecycle in ClickUp: from inbound contact form to discovery call to proposal to close or dormant
• Draft initial outreach using CEO's snippets; handle referral and cold inbound leads differently
• Track follow-up timing precisely (2 days, 5 days, then dormant)
• Podcast scheduling and organizational support
• Stay ahead of enrollment cycles for NGNG programs like Align Entrepreneurship. Check in with CEO and the team proactively to confirm upcoming program dates, confirm assets are ready, and ensure nothing falls through the cracks between departments.

Call Recaps & Zoom Processing

• Process all Zoom recordings: download, rename, convert transcripts, generate AI summaries, and file to Google Drive.
• Prep draft recap emails the night before each call so CEO has a ready template post-call.
• Quality check all transcripts for name accuracy and remove sensitive content.

Travel Coordination

• Build clean, detailed calendar events from booking confirmations (flights, hotels, rental cars) with confirmation numbers, drive-time blocks, and thoughtful extras
• Know CEO's airline preferences, credit balances, and companion pass logistics
• When coordinating travel, think three steps ahead. If CEO is traveling with CEO's child, confirm whether a booster seat is needed for the rental car and include a reminder in the calendar event. Note drive times, parking, and anything else that protects CEO’s headspace before she arrives.

Household & Property Management

• Coordinate vendors and seasonal maintenance across two properties (primary residence and cabin).
• Manage the lime green maintenance calendar and schedule recurring services.
• Handle personal admin: school calendar updates for CEO's child, vendor calls, invoice payments, reimbursement tracking.

Book Launch Support

• Draft Amazon reviews in CEO's voice using Claude, one week before each Tuesday launch.
• Purchase Kindle editions and post reviews on launch day.
• Support all phases of book launch execution: draft outreach to CEO’s network for endorsements and early reviews, coordinate bulk orders through IngramSpark, schedule book signings and workshops with community organizations, and manage shipping and distribution logistics as needed. Launch timelines are firm - own your piece of them.

Project Management

• NGNG uses ClickUp for project management;
• Purchase Kindle editions and post reviews on launch day

Other

• At the end of each workday, send CEO a brief end-of-day update: what was handled, what is in progress, and what she can stop thinking about. The goal is simple - she should end every evening knowing things are in good hands. You are not just completing tasks. You are managing her mental load.
• When CEO sends a voice memo or brain dump, respond with a structured summary of what you heard and what you’re doing about it. No prompt needed. This is how you demonstrate mastery of the role.
• Periodically research family-friendly activities, events, and experiences in the Fort Collins / Loveland area and share a curated list with CEO. You don’t need to be asked. You notice she’s been heads-down and you bring her something to look forward to. That’s the energy.
• If a relevant event is coming up - a kids’ show, a local festival, a community class - flag it and offer to book it. Small gestures like this are how you earn trust and show that you’re paying attention.

WHO YOU ARE

The right person for this role doesn't just check boxes. You operate with a specific kind of energy. Here's what that looks like:

• You are fiercely reliable and discreet. You'll have access to financial accounts, personal calendars, and confidential client details. Trust is non-negotiable.
• You're self-managed and proactive. You don't wait to be told what to do. You see what's coming, you handle it, and you close the loop without being followed up on.
• You draft beautifully. Not AI-polished. Not corporate. Warm, clear, personal - like a real human who gives a damn.
• You're fast without being sloppy. You work efficiently, but the output is always thorough, well-formatted, and error-free.
• You're emotionally intelligent. You read the room. You know when CEO's had a hard day. You adjust.
• You’re comfortable with AI - and you know its limits. You use Claude and other AI tools to move faster, not to replace your judgment or your warmth. You always review and humanize AI-generated content before it leaves your hands.
• You bring options, not just problems. "Here's what's happening and here are two paths forward" is your default mode.
• You’re emotionally self-sufficient. You don’t need constant reassurance to do your job well. You bring your own steadiness to the relationship and you don’t add to CEO’s mental load.
• You close loops without being asked. If something was mentioned two weeks ago and never followed up on, you caught it. You are the keeper of the open threads.
• You’re energized by working with a female CEO who is building something meaningful. This isn’t just a job to you - it’s a front-row seat to something worth being part of.
• You're excited about being part of something meaningful - not just doing a job.

TOOLS YOU'LL USE DAILY

Superhuman (Gmail overlay), ClickUp (task management and chat), Google Calendar, Google Drive, Zoom, Claude AI (with NGNG super-prompt), 1Password, and HappyScribe. Familiarity with these tools is a plus but not required if you're a fast learner.

OUR CORE VALUES

Every contractor at NGNG is expected to embody these Values. They're not wall art. They're how we operate, how we communicate, and how we show up for each other and our clients.

Meaningful Connection - People light up around us because they feel seen, heard, and appreciated. We go deeper in relationships through honest, graceful conversation.

Better Together - We use complementary strengths to amplify collective Impact. We assume good intentions, check egos, and value co-creation.

Lean In - We are courageous in exploring new ideas that challenge the status quo. We learn from leaders inside and outside the industry.

Deeply Fulfilled - We help people do work they love that makes a difference. We take immense pride in the quality and Impact of what we create.

Unwavering Excellence - We are obsessed with consistently superior quality. We own our mistakes, learn from them, and close the open loops.

WHAT WE EXPECT FROM EVERY CONTRACTOR

• Arrive 1 minute early and prepared to all meetings
• Look ahead to deadlines and factor in the unexpected - ask for help before things slip
• Be open about your needs, overwhelm, and concerns so we can solve them early
• Maintain a "seek to understand" approach - avoid assumptions, gossip, or resentment
• Voice concerns up the leadership chain early to avoid molehills becoming mountains
• Praise the people around you for work well done, both internally and externally
• End each day feeling proud of the work you put out, the way you showed up, and the way you led