Executive assistant

Key Responsibilities

Executive & Operational Support

• Organize projects, priorities, deadlines, and commitments alongside the Founder.
• Convert notes, ideas, and discussions into clear action items and completed deliverables.
• Maintain calendars, Google Drive, documents, spreadsheets, and project information.
• Track outstanding tasks and follow up proactively to ensure commitments are completed.
• Prepare recurring priority lists, action trackers, and project updates.
• Maintain strict confidentiality across sensitive clinical and business information.

Project & Contractor Coordination

• Coordinate projects across clinical, educational, marketing, and technology initiatives.
• Communicate with contractors handling websites, advertising, design, and marketing.
• Follow up on assigned work and verify deliverables are completed correctly.
• Maintain project boards, deadlines, and action-item trackers.
• Escalate delays, missing information, or quality concerns.

Research & Business Development Support

• Research prospects, organizations, decision-makers, partnerships, and opportunities.
• Build and maintain organized contact lists and outreach databases.
• Support LinkedIn prospecting and professional outreach.
• Research grant opportunities and organize application requirements.
• Present findings and recommendations in a clear, decision-ready format.

Communications & Marketing Support

• Draft and proofread professional emails, letters, proposals, and business documents.
• Coordinate Mailchimp campaigns and email communications.
• Support outreach campaigns from research through execution and response tracking.
• Assist with website content and service-page development.

Programs, Training & Events

• Coordinate workshops, training programs, supervision circles, and events.
• Organize curriculum materials, training documentation, and program resources.
• Develop and maintain KPI trackers for programs and initiatives.
• Track registrations, deliverables, and follow-ups.

Documentation & Resource Coordination

• Organize copyright and intellectual-property documentation for proprietary frameworks and materials.
• Maintain structured records of program and educational materials.

Qualifications & Requirements

• Experience in executive assistance, operations, project coordination, or a comparable senior support role.
• Previous experience directly supporting a Founder, Executive, or professional-services organization.
• Excellent written and spoken English.
• Advanced proficiency with Google Workspace — Drive, Docs, Sheets, Calendar.
• Strong spreadsheet, tracking, and data-organization skills.
• Excellent professional writing and proofreading abilities.
• Demonstrated ability to independently manage multiple complex projects and deadlines.
• Strong research and information-organizing skills, with good judgment on next steps.
• Highly organized, resourceful, proactive, and detail-oriented.
• Comfortable learning new software and using AI productivity tools responsibly.
• Able to maintain strict confidentiality and professional boundaries.
• Available for regular overlap with Eastern Time business hours.

Preferred Qualities

• Experience supporting a healthcare, consulting, education, or professional-services organization.
• Project or operations management experience.
• Experience with Mailchimp, LinkedIn prospecting, and professional outreach.
• Experience coordinating website, marketing, or creative contractors.
• Grant research or application coordination experience.
• Experience coordinating workshops, training programs, or professional events.
• Familiarity with KPI reporting and project-management platforms.
• Discretion and maturity when working with confidential professional information.

Scope

• Initial three-month engagement with the intention of developing into a long-term working relationship.
• Work directly with the Founder across multiple interconnected initiatives.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring