Executive Assistant to the Founder
Position Overview:
Supporting others is your thing.
You find real satisfaction in taking care of both the big and small details that help leaders operate at their best.
In this role, your primary focus will be partnering closely with the Company Founder to ensure her schedule, priorities, projects, and commitments run smoothly and are executed with care and precision.
You’ll play a key role in making sure the team, industry peers, and partners have a high-touch, thoughtful, and professional experience when interacting with her. Some of these big relationships are influential voices, so ensuring communication and coordination are handled with warmth, care, and discretion is essential.
Her success is your success, and vice versa.
The Executive Assistant role is perfect for someone who is positive, tech-savvy, and organized, with experience supporting senior leaders in a similar capacity.
You’re a seasoned Executive Assistant who can confidently juggle multiple responsibilities in an environment with high standards and a fast pace. You understand that often it’s the small details that make the biggest difference, and that mindset helps you thrive in a support role.
You’re also excited about the opportunity to work alongside a team that’s making waves in the online coaching industry and committed to changing lives and businesses.
As an online business, we operate a little differently. We’re looking for someone who is adaptable, comfortable working independently, and confident navigating a dynamic environment where priorities can shift quickly. We’re looking for someone who naturally prioritizes continuous learning, improving systems, and refining their skills.
This is a remote, full-time position and is NOT the right fit if you have other clients or manage a virtual assistant agency.
Duties and Responsibilities:
- Own and manage the Founder’s calendar with a high degree of foresight, ensuring time is aligned with top priorities and key commitments.
- Evaluate and coordinate scheduling needs across priorities and stakeholders, making thoughtful recommendations to optimize the Founder’s time.
- Proactively adjust schedules as priorities shift, exercising sound judgment when making decisions on the Founder’s behalf.
- Review and proof the calendar weekly to ensure accuracy, preparedness, and alignment across stakeholders.
- Ensure meetings are well-prepared by coordinating agendas, materials, research, and appropriate preparation time.
- Capture clear, concise meeting notes that document decisions, action items, responsible parties, and deadlines.
- Distribute summaries and track follow-up to ensure accountability and progress.
- Own and drive project management for the Founder, translating priorities into clear action plans, tracking milestones, and ensuring deliverables and follow-up items are executed on time.
- Coordinate across stakeholders and proactively drive next steps, maintaining visibility into deadlines, dependencies, and progress without requiring constant direction.
- Adjust timelines and plans as priorities shift, ensuring projects stay aligned with business goals and maintain momentum, including leading or supporting special projects as needed.
- Identify opportunities to improve workflows, communication, and execution through better systems and processes.
- Leverage and continue building proficiency in AI tools (including Claude Projects, Claude Co-Partner, and Claude Skills) to enhance planning, organization, and execution.
- Arrange travel logistics including flights, hotels, transportation, and detailed itineraries.
- Ensure travel logistics are organized, efficient, and aligned with the Founder’s schedule.
- Prepare and organize travel documentation and confirmations so details are easily accessible.
- Track expenses, manage receipt collection, and submit accurate expense reports in accordance with company policies.
- Manage the Founder’s inbox with responsiveness, discretion, and strong critical thinking.
- Prioritize messages based on urgency and strategic importance while ensuring timely follow-up.
- Draft or recommend responses aligned with the Founder’s voice and priorities.
- Ensure external partners and stakeholders receive timely communication, with a goal that messages do not go unanswered for longer than 24 hours.
- Provide personal administrative support as needed, including coordinating appointments, reservations, educational meetings, and occasional personal logistics.
- Conduct research to make thoughtful recommendations or coordinate arrangements that support the Founder’s personal and professional responsibilities.
- Serve as a key communication bridge between the Founder and the Chief Executive Officer.
- Facilitate clear communication and coordination between the Founder and leadership team on priorities and commitments - demonstrating professionalism, discretion, and the confidence to speak up when necessary.
Skills, Abilities and Experience:
- 5–7+ years of full-time experience supporting a Founder, CEO, or senior executive as an Executive Assistant, Senior Executive Assistant, or Chief of Staff.
- Highly attentive, reliable, and responsive in a fast-paced environment with frequent schedule changes and evolving priorities.
- Demonstrates exceptional prioritization skills and sound judgment, with the ability to make well-thought-out, time-sensitive decisions on the Founder’s behalf.
- Strong emotional intelligence and situational awareness, able to read people, communication dynamics, and shifting priorities.
- Anticipates needs and identifies potential issues before they arise, proactively addressing gaps and keeping priorities moving forward.
- Calm under pressure and adaptable when navigating unexpected challenges or shifting plans.
- Solutions-oriented with strong problem-solving skills and a willingness to step in wherever needed to support the Founder and team.
- Takes ownership of responsibilities with a high level of accountability, reliability, and follow-through.
- Comfortable acknowledging mistakes, correcting course quickly, and implementing effective solutions.
- Self-starter who thrives working independently from a home office, consistently taking initiative, managing competing priorities, and delivering work on time.
- Professional and collaborative communicator who works effectively with executives, leadership teams, and external partners while maintaining discretion with sensitive information.
- Strong systems thinking with the ability to identify process improvements, streamline workflows, and introduce tools or ideas that help the Founder operate more efficiently.
- Comfortable managing and contributing to projects beyond traditional EA responsibilities when needed.
- Curious, adaptable, and committed to continuous learning, improving systems, and maintaining high personal standards.
- Technically proficient and comfortable learning new tools and systems quickly. Experience with the following is preferred:
- Working knowledge of Google Calendar, Google Workspace, Zoom meetings, AI tools such as ChatGPT/Claude, Apple products, and project management software (Asana experience is a plus).
- Excellent written and verbal communication skills, able to clearly summarize information, draft professional correspondence, and ensure alignment across stakeholders.
Perks & Pay:
- 4 Day Workweek/Flexible Work Schedule – We genuinely believe that amazing work and full lives CAN co-exist. So, outside of our busy seasons, enjoy a 4-day / 32 hour workweek, designed for work-life optimization. Now, this benefit requires strong personal discipline and effective time management. Because if you haven’t caught on by now, we’re highly outcome oriented. So we lean on personal and cross-company systems and structures to help maximize efficiency so we can enjoy a 4-day workweek, the flexibility and freedom it allows us to get the work done, then logging off and hitting the trails, the shops, the beach… whatever!
- Flexible Time Off and Sick Leave – Two words…unlimited PTO. Because working hard and taking full ownership of your role doesn’t come at the expense of lifestyle freedom.
- Paid Holidays – including a Thanksgiving Break and Holiday Break!
- Birthday Leave – Oh yes, you read that right. Never working on your birthday again. Hit the beach or the spa, we don’t care what you do, just don’t come to work!
- Team Vacation – Pack your bags! Amy treats her team members to an annual team trip to celebrate the accomplishments and hard work of our employees. No work — just play!
- Wellness Reimbursement – Whether it’s a gym membership or acupuncture… therapy or a massage… F45 or a get-out-of-the-house day at WeWork or a coffee shop, if it strengthens your body or betters your mind, then this benefit applies!
- Professional Development – You get to choose between live events, life coaching sessions, digital courses, or mentorship programs - this benefit fuels your growth journey!
- Health, Dental, and Vision Insurance – Health is wealth, my friend! And we make sure that accessing quality healthcare is never a concern for members of Team Porterfield.
- Retirement Savings Plan – Roth or 401k…whatever your preference, we’ve got a generous contribution!
- Financial Planning Assistance – You’re an expert at a lot of things…why not add personal finances to that list! A team of professional wealth strategy partners is available to provide financial planning assistance however you’d like it, from retirement to personal finances to investing to saving.
- New Parent Leave – A benefit bundle of joy! Full-time team members receive 10 weeks of paid parental leave and an optional 2 weeks of unpaid leave.
- Base Compensation – $90,000 - $95,000, based on experience
- Short Term Incentive Plan - Amy Porterfield, LLC offers a short-term incentive plan using a tiered bonus structure. The bonus range for this position is between 10-30% of the salary. The requirements for bonus eligibility are determined by (1) performance and (2) achieving the company's annual profit target. If both conditions are satisfied, the company will remit short-term incentive bonuses to full-time salaried employees.
Application Instructions:
- Cover letter and PDF of your resume
- A 3-minute video introduction (We will not review videos longer than 3 minutes. Please ensure the video is viewable to anyone with the link.)
- Answers to the following questions:
- Tell us about a time you anticipated a need or solved a problem for an executive before it was brought to your attention. What did you notice, what action did you take, and what was the outcome?
- Describe a day when multiple priorities or requests competed for your executive’s time. How did you decide what took priority, and what actions did you take?
- Tell us about a time you picked up on a concern or potential issue before it was directly communicated to you. What signals did you notice, how did you respond, and what was the outcome?
Although we permit “side gigs” / work outside this role, it must not compete or overlap with the work we do, or interfere with your role and responsibilities within the team. Any consulting, coaching or side gigs related to marketing, business building or entrepreneurship are not permitted. This allows us to project a united front, show that we are in this together as one business, and have the greatest possible impact.
*Please note, applicants must reside within the US to be considered.
While performing the duties of this job, the employee is regularly required to effectively communicate via chat/messaging systems and email. The employee is frequently required to remain in a stationary position and occasionally required to move from one location to another. The employee is required to constantly use computer and office productivity equipment such as a desktop computer, laptop, and printer, as well as computer software such as Google Workspace. The employee may frequently move up to 10 pounds.
Disclaimer: All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an “at-will” basis.
