Remote Executive Assistant to Founder / CEO

Core Responsibilities:

• Serve as the executive’s key partner in optimizing operations and processes – protecting their time, streamlining priorities, and enabling focus.
• Prioritize and filter incoming communications to ensure the executive focuses on the most critical items.
• Protect the Client’s schedule, safeguarding time for deep focus and ensuring there is adequate space for meetings as well as dedicated time for task completion.
• Develop and maintain clear SOPs that standardize internal practices, drive efficiency, and facilitate smooth onboarding and training.
• Manage and maintain digital platforms, ensuring seamless integrations and a file organization structure that supports long-term scalability and future growth of the company.
• Create regular progress reports that highlight key results, outline resolved items, and call attention to pending follow-ups.
• Join weekly syncs with the executive and/or leadership team to maintain clarity on strategic direction and key initiatives.
• Create well-structured meeting prep materials, including agendas and recaps, ensuring the client is well-prepared in advance and supported with timely follow-ups.

Advocate Traits:

• Flexible + Responsive: Adjusts easily to changing priorities and remains accessible during core working hours.
• Dependable + Accountable: Delivers results on time with a strong sense of responsibility and commitment to excellence.
• Self-Starter: Proactively drives tasks forward and anticipates needs before being asked.
• Strategically Minded: Aligns day-to-day actions with broader organizational goals to support long-term success.
• Efficient Problem Solver: Acts decisively and efficiently, skillfully balancing dynamic priorities to address the highest-impact items promptly.
• Resourceful Problem Solver: Identifies potential challenges early and offers practical solutions independently.
• Tech Fluent: Quickly adapts to new digital tools and platforms, leveraging technology to enhance efficiency and optimize integrations.

Software:

• Expert in Microsoft 365 and Google Workspace
• Proficient in Basecamp
• Experience working with Zoom (supporting meetings, troubleshooting backend challenges that arise)

Qualifications/Skills

• Based in the United States
• 3+ years experience as an Executive Assistant or experience in Operations
• 3+ years experience working in a remote setting
• Available daily (Mon-Fri) during business hours in your respective time zone, and able to dedicate at least 20 hours/week (4 hours/day)
• Able to commit to a minimum of 1 year with Hey Girl Friday
• Proficiency in Google Suite + Microsoft 365 required
• Proficiency in multiple Project Management software tools
• A presentable in-home office setup including Mac or PC Computer (with webcam) and reliable devices (Wi-Fi, cellphone, etc.)
• A fast and reliable internet connection
• Ability to organize a daily workload by priorities
• Excellent written and verbal communication
• Bachelor’s degree preferred

Company Benefits/Perks

• Flexible work schedule
• Virtual setup
• Boutique agency
• Pipeline of pre-vetted clients
• Invoices and contracts pre-negotiated and managed on your behalf
• Competitive pay rate of $30/hr