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Executive Assistant

1 month ago
United States
Part-time
Senior
Executive Assistant
Operations
ClickUp CRM HubSpot
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AOA

AOA

AOA specializes in design and development consultancy for eCommerce, AI Native, and B2B brands, focusing on large-scale Shopify migrations and creating unified commerce solutions that enhance operational efficiency and digital experiences.

Internet Software & Services
Founded 2019
View All Jobs 7

Description

  • Run a Daily Executive Briefing with the CEO covering calendar, priorities, decisions, inbox items, and open loops.
  • Own inbox triage end-to-end by filtering noise, handling routine questions, drafting replies for approval, and escalating only urgent items.
  • Protect the CEO's calendar by managing scheduling, preserving focus time, coordinating meetings, and pushing back on unnecessary interruptions.
  • Own accounts receivable coordination, including weekly aging review, payment reminders, promise tracking, consistent follow-up, and sensitive escalations.
  • Own accounts payable and contractor operations, including supporting the payment cycle, handling contractor payment questions, and coordinating receipts and expenses.
  • Serve as the administrative point of contact for the bookkeeper, CPA, legal, and insurance partners.
  • Coordinate internal meetings by preparing agendas, pre-reads, notes, action items, and follow-through.
  • Coordinate recruiting logistics, including interview scheduling, candidate communication, reference checks, and interview prep materials.
  • Coordinate travel and events, including flights, hotels, itineraries, conference logistics, dinners, and expense reports.
  • Manage SaaS subscriptions, vendor renewals, license tracking, quarterly tool audits, and stakeholder follow-up for key relationships.

Requirements

  • 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role supporting a CEO, founder, or senior executive.
  • Proven ability to own responsibilities end-to-end, operate independently, and follow through without needing to be chased.
  • Excellent written and verbal communication with the ability to write warmly, clearly, professionally, and in an executive-ready voice.
  • Strong judgment about what to handle directly, what to draft for approval, what to defer, and what to escalate.
  • High comfort with modern email, calendar, document collaboration, and task management tools.
  • Experience supporting AR, AP, contractor payments, receipts, expenses, or similar finance-adjacent workflows.
  • Experience coordinating with external partners such as bookkeepers, CPAs, legal counsel, insurance providers, vendors, or consultants.
  • Strong organizational systems for tasks, owners, due dates, decisions, and follow-through.
  • High discretion and trustworthiness with confidential financial, personnel, client, and strategic information.
  • Strong AI fluency and regular use of AI tools as part of your workflow.
  • Prior experience in an agency, consulting, professional services, or fast-moving small business environment (preferred).
  • Experience supporting a founder or CEO who wears multiple hats across sales, operations, client relationships, strategy, and team leadership (preferred).
  • Familiarity with platforms such as ClickUp, HubSpot, QuickBooks, Harvest, Rippling, Bill.com, Google Workspace, or similar tools (preferred).
  • Experience creating playbooks, templates, SOPs, or lightweight operating systems for recurring workflows (preferred).
  • Must be authorized to work in the United States; visa sponsorship is not available.

Benefits

  • Hourly rate of $35-$50/hour, based on experience.
  • Approximately 100 hours per month, or about 5 hours per day across AOA's 20-day work month.
  • Remote, US-based role.
  • Schedule during normal business hours in Central Time.
  • Opportunity to work closely with the CEO in a high-trust, high-impact role.
  • Opportunity to help build the executive office systems and operating rhythm as AOA grows.

Interested in this position?

Apply directly on the company website

Apply Now

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