[Hiring] Senior Executive Assistant @Inside Out Hiring

Role Description

The client is seeking a highly organized and proactive Executive Assistant to provide both personal and business support across multiple ventures. This person will serve as a key right hand partner, helping manage schedules, communications, projects, administrative operations, and day to day priorities. The ideal candidate is tech savvy, resourceful, detail oriented, and confident making judgment calls in fast moving situations. This role requires someone who can balance structure with flexibility, communicate professionally on behalf of the client, and independently manage responsibilities with minimal follow up.

Key Responsibilities:

• Executive & Administrative Support
  • Manage calendars, appointments, and scheduling across multiple businesses and personal commitments
  • Conduct daily email sweeps and organize inboxes by priority and urgency
  • Coordinate travel arrangements, accommodations, and itineraries based on client preferences
  • Assist with personal administrative tasks such as appointment scheduling, reminders, and online purchases
  • Maintain organized records, notes, documents, and task tracking systems
• Business Operations Support
  • Assist with administrative support for martial arts school operations and special events
  • Help coordinate projects, follow ups, and operational priorities across multiple business ventures
  • Support CRM management and maintain accurate records within internal systems
  • Organize meeting notes, action items, and internal communications
  • Assist with annual event preparation and operational coordination for tournaments and programs
• Communication & Coordination
  • Communicate professionally on behalf of the client via email and messaging platforms
  • Draft, edit, and proofread communications using proper grammar and professional tone
  • Coordinate with staff members, vendors, service providers, and external contacts as needed
  • Follow up on urgent matters with a strong sense of ownership and accountability
  • Escalate important issues quickly and appropriately when necessary
• Creative & Project Assistance
  • Create simple Canva graphics, presentations, and internal communication materials
  • Utilize AI tools such as ChatGPT to assist with drafting content and improving workflows
  • Support SOP documentation and organization within Notion and other platforms
  • Assist with research projects, meeting preparation, and team engagement initiatives
  • Help organize ideas, projects, and priorities into structured workflows and actionable plans

Qualifications

• 2+ years of Executive Assistant, Operations Assistant, or high level administrative support experience
• 5+ years of overall professional experience
• Experience supporting business owners, executives, or entrepreneurs in fast paced environments
• Excellent written and verbal English communication skills with professional grammar and tone
• Strong organizational and prioritization abilities
• Experience managing calendars, inboxes, scheduling, and administrative workflows
• Tech savvy with experience using tools such as Google Workspace, Canva, ChatGPT, and project management platforms
• Comfortable handling both business and personal assistant responsibilities
• Strong independent problem-solving skills with the ability to research, propose solutions, and make thoughtful recommendations before escalating issues
• Ability to work independently, adapt quickly, and manage shifting priorities in a fast-paced environment

Requirements

• Familiarity with Notion, CRM systems, and SOP documentation
• Experience supporting multi location businesses or operations based environments
• Experience with event coordination or project management support
• Background supporting founders, CEOs, or small business owners
• Experience working in fast paced service based industries

Benefits

• Compensation: $7 - $10 per hour
• Work Schedule: Monday to Friday 9am - 6pm EST
• Target Start Date: ASAP