Executive Assistant

Executive Assistant
Fully Remote, Part-Time

ABOUT YOU
You have a refining nature that is always looking for how to make things a little bit better. You notice the small things like a repeating conversation, a habit people fall into, or an unnoticed shortcut. You adapt or suggest changes to others, so those patterns become opportunities for growth.

You care about doing things intentionally. You think things through, break them down clearly, notice details others miss, and bring a sense of order to what you take on.

You’re naturally curious... the kind of person who wants to understand how things work and why something is the way it is. You look for context, ask clarifying questions, and enjoy figuring things out until the “why” becomes clear.

You move through life with a deep belief that everything is for your good. You don’t see challenges as setbacks, you see them as a puzzle to solve, a lesson to learn, or an opportunity for growth. At your core, you’re a glass-half-full person.

ABOUT US
We’re a technical services business currently supporting Cisco systems and moving into AI-based solutions. As a tiny company, it will be just the owner and you. This means communication is direct, decisions are fast, and your work has a real impact on the business & its growth.

WHAT TO EXPECT
You will work directly with the owner keeping the day to day moving smoothly. Your role is to keep the business owner organized, accurate, and moving forward. You’ll have visibility into both business and personal logistics and be trusted to handle them with integrity and ownership.

WHAT YOU'LL OWN
* EMAIL MANAGEMENT: Monitor and organize business email, handle items you can resolve, flag or escalate high?priority messages, and screen requests so the owner only handles necessary emails.
* PERSONAL METRICS TRACKING: Do a daily check in with the owner, update the performance spreadsheet, spot trends or anomalies, and prepare the weekly printed metrics.
* TRAVEL PLANNING: Research and book flights, lodging, tours, and activities; deliver a complete itinerary and manage changes for about one trip per month.
* PERSONAL SUPPORT: Schedule home maintenance, place orders/returns, and handle ad hoc personal tasks as requested.
* BOOKKEEPING: In Quickbooks, enter timesheets for multiple clients, create/send invoices, record and categorize expenses and upload receipts.
* TIMESHEETS & SOWs: Collect and verify time entries, transfer data into QB/Trello/spreadsheets, manage payroll or vendor support tickets to resolution, and update SOWs for review before sending.
*PROJECT TRACKING: Maintain timesheets and to do lists in Trello, keep task statuses current, and ensure critical items are completed on time.
* VISUAL DIAGRAMS: Create L ---------- flowcharts and XMind mind maps, capture live notes into mind maps, migrate maps into diagrams, and convert data between formats (like Excel ? mind map/diagram).

GROWTH OPPORTUNITIES
OPTIONAL: This role could grow into an AI TECHNICIAN. As the owner moves into AI, there is an optional opportunity to become an AI technical assistant.

COMPENSATION & BENEFITS
* HOURS: Part-time starting at 15-20 hours a week, which may increase as needs increase.
* COMPENSATION: $8 USD per hour, based on experience.
* ON-CALL AVAILABILITY: Be available to respond within 20 minutes between 7:00 AM to 9:00 AM PHL time Tuesday to Saturday. You don’t need to actively be working during that time, just be available to reply to messages or join quick meetings so simple questions don’t have to wait until the next day.
* MEETINGS: Weekly all-staff meeting at 7:00 AM on Wednesday (PHL Time), plus additional meetings as needed.
*REMOTE WORK: Work from anywhere with flexible hours.
* INDEPENDENT CONTRACTOR: This is a contract position without benefits. Only direct workers should apply. No agencies, please.

HOW TO APPLY:
Please fill out this form:
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***NOTE: ONLY THOSE WHO FILL OUT THE NOTION FORM LINKED ABOVE WILL BE CONSIDERED FOR THE POSITION