Executive Assistant

Who This Role Is For

You love being the person who knows what’s going on, what’s coming next, and what needs attention before anyone asks. You’re an experienced Executive Assistant who understands that exceptional support is equal parts organization, anticipation, judgment, and follow-through. You absorb context quickly, connect dots others miss, and look ahead to catch issues and opportunities. You’re a nuanced communicator who can learn the founder’s voice and thinking well enough to represent her across people and situations. Accuracy and consistency are key; you take pride in knowing the details and getting them right. You don’t just want to do great work for a company you respect; you want your work to matter and your company to make a difference in the lives of those it serves. And you get satisfaction from creating momentum behind the scenes, helping the founder stay focused, move faster, and accomplish more.

Please note, this is not a remote position and it requires a residence close enough to our Fairport, NY office that in-person work is feasible.

About Babies & Bumps

Babies & Bumps is an education-first consumer event series built for parents with a baby on the way or a new one at home. We produce intentional, highly curated, in-person events in 15 cities nationwide to connect attendees with trusted experts, respected brands, and high-quality local resources at the moment they need them most.

We’re a small, high-performing team that moves quickly, gets energized by doing great work, and cares deeply about the experience we create – both for the families and event partners we serve.

The Position

The Executive Assistant is the founder’s right hand to create the organization, context, and follow-through that allow her to stay focused on where she can have the greatest impact.

You’ll be deeply involved in the information flowing into and out of her day: managing a high-volume inbox, drafting correspondence, coordinating her calendar and travel, organizing leads and prospects, tracking commitments, and keeping priorities from falling through the cracks. You’ll also support partnership development, managing outreach and follow-up with prospective partners, responding to inquiries, sharing materials, and coordinating calls through the point of commitment.

The best support is also forward-looking. You’ll be expected to anticipate what’s coming, recognize when something doesn’t look right, surface opportunities and connections, and take initiative rather than waiting for the next assignment. Over time, success means becoming so fluent in the founder’s priorities, preferences, and way of thinking that you know what she’ll need (often before she does).

You’ll also have the opportunity to attend one or two events a year – to meet our travel team, see how your work supports the experience on the ground, and connect more deeply with what we do and why it matters. And as Babies & Bumps continues to scale across new cities and seasons, there’s real opportunity to grow with it.

Key Responsibilities

While the responsibilities below reflect the primary focus of the role, no two weeks look exactly the same. Priorities naturally shift throughout the season, and this role is designed for someone comfortable moving between responsibilities, adapting as needed, and helping elevate the overall experience we create.

Inbox Management

• Take day-to-day ownership of the founder’s inbox by prioritizing messages, drafting responses in her voice, tracking outstanding items, and ensuring important and time-sensitive communication receives attention.
• Track meeting notes, commitments, introductions, action items, and deadlines through completion.
• Identify and appropriately escalate urgent, sensitive, or high-priority matters.
• Anticipate upcoming needs, catch potential issues early, and surface opportunities, ideas, and connections.
• Serve as a polished and responsive point of contact for (mostly) business and (occasional) personal correspondence.

Calendar Management

• Manage founder’s calendar, factoring in travel, workload, priorities, preparation time, and changing needs; this includes scheduling, confirmations, managing conflicts, and coordinating across time zones.
• Protect founder’s time by prioritizing requests, identifying urgent matters, and determining which meetings and calls require her involvement.
• Handle last-minute changes and sensitive situations professionally and discreetly…