Executive Assistant - (ZR_24769_JOB)

This is a remote position.

Job Title: Executive Assistant (Professional + Personal Support)

About the Role:

We're looking for a highly organized, detail-oriented, and proactive Executive Assistant to support a busy executive with both professional and personal responsibilities. This role blends administrative, operations, and project management duties with personal household organization and financial tracking. You’ll be managing calendars, coordinating with others, handling tasks across personal and business domains, and acting as a trusted right-hand support.

Key Responsibilities:

Professional Support

• Keep detailed time-tracking records broken down by business vs. personal hours for accurate billing and reconciliation.
  
• Maintain and review the executive's calendar daily; flag conflicts and build in realistic travel time.
  
• Draft and send follow-up emails based on executive notes or prompts.
  
• Organize and manage content within ChatGPT (projects, marketing scripts, content workflows).
  
• Create marketing scripts, follow-up templates, and organize communication for campaigns.
  
• Support file and document organization (naming conventions, folder structures, access management).
  
• Organize business cards on return of trip and draft follow up for immediate and regular follow up after.
  
• Incorporate new contacts into CRM system.
  

Personal & Household Management

• Maintain and update a master personal calendar including family events, obligations, and travel plans.
  
• Create and implement a calendar system that the family can follow and contribute to.
  
• Alert Jenn to upcoming family events (birthdays, holidays, school events) at least 2 weeks in advance, with gift ideas and prep checklists.
  
• Manage household bills: set up auto-debits wherever possible, pay manually where needed, track and reconcile all outgoing payments.
  
• Set up and manage debt card accounts for children and assist with other parenting-related financial tasks and scheduling tasks like doctors appointments.
  
• Set up and maintain an online mail delivery system (such as Earth Class Mail or similar), sort incoming mail, pay bills, and flag important items.
  
• Handle insurance paperwork and reimbursement claims, ensuring everything is submitted and tracked properly.
  
• Track household and personal expenses against a budget you help create and maintain; provide monthly reports and feedback.
  

Requirements:

• Proven experience as a personal assistant, executive assistant, or operations coordinator
  
• Strong written and verbal communication skills
  
• Highly organized with excellent time management
  
• Tech-savvy (experience with tools like Google Workspace, ChatGPT, QuickBooks or budgeting apps, password managers, etc.)
  
• Discreet, trustworthy, and able to handle confidential information with integrity
  
• Experience in calendar and email management
  
• Comfortable learning new tools and systems as needed
  
• Comfortable working closely with others including Head of Marketing and executive spouse.
  

Bonus if you have:

• Experience working with remote teams or virtual clients
  
• Familiarity with household financial tools (budgeting apps, etc.)
  
• A creative mindset for streamlining processes and improving systems
  

• Permanent work from home
  
• Immediate hiring
  
• Steady freelance job