Executive Assistant

Who This Role Is For

You’re an exceptional communicator who loves keeping things organized, following through, and making sure nothing gets missed. You’re the person who remembers to follow up, notices the email that still needs an answer, keeps records current, and catches a potential issue or opportunity before it gets buried. 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.

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

At the center of this role is communication. You’ll work closely and collaboratively with our founder to manage the high volume of email, outreach, follow-up, information, and day-to-day details that flow through a growing national business.

You’ll help manage her inbox, draft correspondence, conduct outreach and follow-up, keep records current, track open items, and make sure important conversations and next steps don’t fall through the cracks. Just as importantly, you’ll flag things that need her attention and surface potential issues, opportunities, and connections she might otherwise miss.

This is a highly collaborative role. You’ll communicate with our founder throughout the day, working together to determine priorities, move conversations forward, solve problems, and keep information flowing. As you learn the business, our relationships, and her communication style, you’ll be able to independently handle more and more of what comes through her inbox.

Communication will make up the majority of the role, but not all of it. When time allows, you might research a question, make a phone call, help coordinate a project, track down information, update a document, or tackle something completely unexpected.

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.

Communication & Inbox Management

• Help manage the founder’s high-volume inbox by organizing and prioritizing messages, drafting responses, tracking outstanding items, and ensuring important and time-sensitive communication receives attention.
• Conduct outreach and follow-up with partners, prospective partners, vendors, team members, and other contacts on behalf of the founder and Babies & Bumps.
• Keep conversations moving by tracking unanswered messages, promised follow-ups, outstanding decisions, introductions, and next steps through completion.
• Identify and flag urgent or sensitive matters, potential problems, interesting opportunities, and communications that warrant the founder’s attention.
• Learn the founder’s communication style and relationships so you can increasingly draft and respond independently on her behalf.

Records & Follow-Through

• Keep CRM records, contact information, notes, project-management tools, and other internal records accurate and current as conversations and decisions happen.
• Track commitments, action items, deadlines, and open loops and proactively follow up when something is outstanding.

Partnership Support

• Process lead forms, categorize in our CRM, and gather / organize the information needed to evaluate them.
• Respond to new inquiries with guidance from the founder, using strong judgme…