Executive Assistant

ROLE OVERVIEW:

The Executive Assistant (EA) serves as the primary operational partner to the business owner, managing executive calendars, email communications, daily workflows, and administrative execution. Reporting directly to the Business Owner/Founder, the candidate will create structured systems that free up executive capacity and drive administrative momentum for key initiatives, including the rollout of AIO Kids.

RESPONSIBILITIES:

Executive & Calendar Support

• Manage the founder's calendar and day-to-day schedule
• Coordinate meetings, appointments, and competing priorities
• Schedule meetings and ensure relevant attendees and information are organized
• Provide reminders for important meetings, deadlines, and commitments
• Help protect the founder's time by maintaining a structured and prioritized schedule

Inbox & Communication Management

• Organize and prioritize incoming emails
• Identify urgent or high-priority communications requiring attention
• Draft and coordinate routine responses where appropriate
• Track outstanding communications and ensure follow-ups are completed
• Help prevent important messages, opportunities, or actions from falling through the cracks

Meetings & Follow-Up

• Coordinate internal and external meetings
• Prepare agendas, summaries, outlines, and supporting information where required
• Capture key actions and follow-up requirements
• Track outstanding actions after meetings
• Coordinate communications with clients, partners, and other stakeholders

Workflow & Business Organization

• Help maintain a clear and structured workflow across the business
• Organize priorities, tasks, deadlines, and outstanding actions
• Develop simple systems and processes to improve day-to-day efficiency
• Maintain organized digital files and business documentation
• Identify opportunities to streamline repetitive administrative tasks
• Help create greater visibility over what needs to happen, by when, and by whom

Special Project & Content Support

• Provide administrative support for the rollout of new product and content initiatives
• Assist with organizing and coordinating content
• Maintain relevant documentation, resources, and project information
• Track timelines, actions, and outstanding deliverables
• Support communication and coordination associated with company initiatives
• Help ensure content and administrative tasks progress according to plan

Documentation & General Administration

• Prepare summaries, outlines, templates, and basic business documents
• Format and organize existing information into clear, usable documents
• Maintain spreadsheets, trackers, and administrative records
• Assist with research and information gathering where required
• Provide general administrative support across changing business priorities

Requirements

QUALIFICATIONS:

• Previous experience as an Executive Assistant, Personal Assistant, Senior Virtual Assistant, or similar
• Excellent organizational and time-management skills
• Strong calendar and inbox management experience
• Excellent written and verbal English communication
• Strong attention to detail
• Ability to manage multiple priorities simultaneously
• Confident working independently in a remote environment
• Proactive approach to identifying and completing tasks
• Strong digital and technology capability
• Ability to handle confidential information professionally
• Comfortable supporting a fast-moving founder or business owner

HIGHLY DESIRABLE:

• Experience supporting a founder, entrepreneur, or senior executive directly
• Experience coordinating content, digital projects, or program rollouts
• Strong document preparation and presentation skills
• Experience using AI tools to improve administrative efficiency
• Experience developing workflows, templates, and administrative systems
• Familiarity with project or task management platforms