Executive Assistant

The Executive Assistant is a highly organized, proactive, and solutions-oriented operator responsible for supporting executive leadership and ensuring the day-to-day operations of the company run seamlessly. This role sits at the intersection of executive support, operations, human resources, project management, and systems development.

The ideal candidate thrives in fast-paced environments, enjoys building systems and processes, and is comfortable wearing multiple hats. No two days will look the same—one day may involve managing executive calendars and recruiting new team members, while another may involve building workflows in Notion, coordinating production logistics, or researching tools and vendors to improve company operations.

This individual will serve as an extension of the executive team by protecting their time, managing priorities, and helping execute strategic initiatives across the organization.

Responsibilities

Executive Support

  •  Manage executive calendars, scheduling, and communications.

  •  Prepare meeting agendas, notes, and follow-up action items.

  •  Coordinate executive priorities and ensure deadlines are met.

  •  Draft, edit, and manage outbound correspondence.

  •  Protect executive time by resolving scheduling conflicts and prioritizing requests.

  •  Maintain daily communication rituals, including meeting reminders and day-of scheduling notifications.

Operations Management

  •  Create and maintain Standard Operating Procedures (SOPs), templates, checklists, and workflow documentation.

  •  Manage administrative systems, recurring reporting, and file organization.

Recruiting & Human Resources

  •  Coordinate interviews for prospective hires.

  •  Manage offer letters, and candidate correspondence.

  •  Coordinate onboarding documentation and start-date logistics.

  •  Maintain employee records and internal HR documentation.

  •  Track time-off requests, sick days, tardiness, and team attendance.

  •  Assist leadership in monitoring team performance and accountability initiatives.

Project & Team Coordination

  •  Assist leadership with prioritization and project execution.

AI Systems & Automation

  •  Research emerging AI tools and operational technologies.

  •  Develop prompts, workflows, and automations to improve efficiency.

  •  Identify opportunities to streamline repetitive tasks through automation.

Business & Vendor Research

  •  Conduct research on banking, insurance, software, equipment, schools, and other business-related initiatives.

  •  Compare vendors, tools, and service providers ahead of purchasing decisions.

  •  Present findings, recommendations, and implementation plans when appropriate.

E-Commerce Management (YDG JEWELS)

  •  Manage and update the Shopify storefront.

  •  Fulfill and ship customer orders.

  •  Maintain inventory records and order tracking.

  •  Ensure products, descriptions, and collections remain up to date.

  •  Assist with customer service inquiries related to orders and fulfillment.

Office & Production Operations

  •  Manage office organization, weekly restocking, and daily office resets.

  •  Maintain kitchen and supply inventory.

  •  Coordinate equipment check-in/check-out procedures.

  •  Charge, organize, and store production equipment.

  •  Prepare production bags and materials for shoots and events.

  •  Assist with miscellaneous operational and production support needs.

Administrative & Errands Support

  •  Coordinate post office, Apple Store, and other business-related errands.

  •  Assist with ad hoc administrative requests from leadership.

  •  Maintain organizational systems that improve day-to-day efficiency across the company.

Qualifications

  •  Exceptional organizational and time management skills.

  •  Strong written and verbal communication abilities.

  •  Experience with Notion, Google Workspace, and project management tools preferred.

  •  Comfortable working independently while managing multiple priorities simultaneously.

  •  Strong problem-solving skills and attention to detail.

  •  Ability to maintain confidentiality and exercise sound judgment.

  •  Experience with Shopify, recruiting, or operational systems is a plus.

  •  Interest in AI tools, workflow automation, and systems building is preferred.

  •  Ability to adapt quickly in a fast-paced startup environment.

What We’re Looking For

We’re looking for someone who is proa…