Executive Assistant to the CEO

About the Role

Alyssa Nobriga International, home of the Institute for Coaching Mastery, is growing, and we are looking for an Executive Assistant to work closely alongside our founder, Alyssa.

Success in this role means Alyssa spends her time on vision, content, and the decisions only she can make. What reaches her arrives complete, on time, and ready for her input, and the details around her are handled before she has to ask.

At least half of the role is spent in person with Alyssa in Los Angeles, and the rest is worked from home. Because this is a new role, the working schedule, including the in-person and work-from-home days, will be developed together with Alyssa during onboarding.

What You Will Do

Calendar and Time Management

• Proactively manage and protect Alyssa’s calendar, including meetings, podcasts, filming, and events
• Anticipate and resolve scheduling conflicts before they reach her
• Give Alyssa a clear view each week of what is coming up and what she needs to prepare

Communication, Inbox, and Gatekeeping

• Serve as the guard for all communication and requests coming to Alyssa
• Triage, respond to, or route email to the correct owner on the team
• Capture podcast and speaking invitations and coordinate next steps
• Turn Alyssa’s voice notes, audio, and Loom direction into clear execution and tracking
• Create and maintain a living “Working with Alyssa” guide for the team

Review and Approval

• Own Alyssa’s Review and Approval queue from end to end
• Organize and prioritize submissions so she sees what is truly needed, in the right order, during her set review times
• Hold the team to submission standards and agreed lead times, and chase down incomplete or late items before they reach her
• Continually improve the process so it requires less of Alyssa over time

Follow-Up and Team Updates

• Manage Alyssa’s ClickUp board, tracking her tasks, approvals, and follow-ups
• Connect with Directors and team managers for the updates Alyssa needs
• Carry information between Alyssa and the team; project ownership and execution remain with each department

Filming, Podcast, and On-Camera Days

• Confirm shoot lists, scripts, materials, and props in advance
• Coordinate podcast prep so Alyssa arrives prepared
• Plan these days around the preparation Alyssa needs, including hair, makeup, wardrobe, breaks, and meals
• Provide on-site support during filming and production

Events

• Serve as Alyssa’s right hand at business events, including retreats, VIP days, and speaking engagements: the hands, eyes, and ears on the ground for a remote team
• Provide practical support for occasional dinners and gatherings Alyssa hosts at home, which are typically planned well in advance

Research, Errands, and Personal Support

• Research and return with three vetted options and one recommendation, rather than more information to sort through
• Coordinate appointments, vendors, deliveries, returns, supplies, and errands
• Look for ways to proactively make Alyssa’s life easier

Systems and AI

• Use AI as a tool to simplify work, improve efficiency, and accelerate what can be completed, with ongoing oversight for accuracy
• Turn repeated processes into simple SOPs and build the handbook for this role while in it
• Notice inefficiencies and recommend solutions

What We Are Looking For

• 5+ years of experience supporting an executive or founder, with a sharp ability to work in systems and AI tools
• Proactive and resourceful: sees what needs to happen and moves it forward
• Highly organized and detail-oriented: closes loops and checks work before it reaches anyone else
• Steady under variety: keeps quality high across many different requests at once
• Discreet: handles personal and business information with care
• Warm and professional: represents Alyssa well with the team, vendors, guests, and partners
• Based in or near Los Angeles, with reliable transportation
• Fully set up to work from home for the remote portion of the role

Role Details

• Full-time, hybrid: at least half in person in Los Angeles, the rest from home
• Willing to work some nights and weekends as a baseline, though not every day or every weekend
• Contract position
• Pay: To be determined based on experience
• Works daily alongside Alyssa and reports to the Integrator during a 90-day onboarding and probation period

Hiring Process

• Application and screening questions
• Video interview
• Interview with our Integr…