Remote Executive Assistant to Founder / CEO Position Overview: Anticipated Hours/wk: 40 hrs/wk Work Location: Remote Job Type: Contract, 1099 Initial Responsibilities: • Serve as the executive’s key partner in optimizing operations and processes – protecting their time, streamlining priorities, and enabling focus. • Prioritize and filter incoming communications to ensure the executive focuses on the most critical items. • Protect the Client’s schedule, safeguarding time for deep focus and ensuring there is adequate space for meetings as well as dedicated time for task completion. • Develop and maintain clear SOPs that standardize internal practices, drive efficiency, and facilitate smooth onboarding and training. • Manage and maintain digital platforms, ensuring seamless integrations and a file organization structure that supports long-term scalability and future growth of the company. • Create regular progress reports that highlight key results, outline resolved items, and call attention to pending follow-arenaflex. • Join weekly syncs with the executive and/or leadership team to maintain clarity on strategic direction and key initiatives. • Create well-structured meeting prep materials, including agendas and recaps, ensuring the client is well-prepared in advance and supported with timely follow-arenaflex. Advocate Traits: • Flexible + Responsive: Adjusts easily to changing priorities and remains accessible during core working hours. • Dependable + Accountable: Delivers results on time with a strong sense of responsibility and commitment to excellence. • Self-Starter: Proactively drives tasks forward and anticipates needs before being asked. • Strategically Minded: Aligns day-to-day actions with broader organizational goals to support long-term success. • Efficient Problem Solver: Acts decisively and efficiently, skillfully balancing dynamic priorities to address the highest-impact items promptly. • Resourceful Problem Solver: Identifies potential challenges early and offers practical solutions independently. • Tech Fluent: Quickly adapts to new digital tools and platforms, leveraging technology to enhance efficiency and optimize integrations. Software: • Expert in arenaflex 365 and arenaflex Workspace • Proficient in Basecamp • Experience working with Zoom (supporting meetings, troubleshooting backend challenges that arise) Client Advocate – Executive Assistant Hey Girl Friday is a Virtual Assistant Agency based in the United States. We find kind, efficient, and innovative Client Advocates and give them flexible, fun, and fulfilling work. Small businesses and solopreneurs enlist us to help grow their businesses and find peace of mind. Our culture is centered around a commitment to relationships, service, vulnerability, and a passion for helping others. We use our values to strengthen not only each other, but everyone we come in contact with. We hope to empower one another and our Clients to be our best selves through the power of relationships, connection, and collaboration. The Client Advocate is responsible for serving and working alongside Hey Girl Friday Clients. This person loves helping other people and empowering them to perform at their best. The most important aspect of this role is the relationship with the Client. Alongside empowering the Client, we seek ways to improve their systems, providing feedback along the way. These relationships are professional with a personal touch, intentionally providing support while executing tasks and responsibilities. WHAT YOU’LL DO: You are responsible for providing support to Clients assigned by Hey Girl Friday. Support may include and is not limited to: • Administration: When it comes to business administration (think: emails, schedules, agendas), you’re on it. You maintain your Client’s appointments + protect their time and you’re on top of your communications so nothing is missed. Admin tasks come naturally to you, from preparing agendas and capturing meeting minutes to booking flights + rental cars, researching vacation rentals, or offering up suggestions for the best dining and sightseeing. You love setting your Clients up for success both personally and professionally. • Communication: Your communication is friendly and professional. You are on top of all communications to ensure no one is waiting on you. You understand that first impressions can be the backbone of a company so every interaction with stakeholders is friendly, professional, and engaging. • Operations: From systems and processes to inboxes, you are responsible for ensuring your Client/s workflows are humming at peak efficiency. Creating clear and seamless operating procedures comes naturally to you. You are able to identify your Client’s needs, so that you’re always one-step-ahead of your Client. • Project Management: You are a wiz when it comes to managing and executing projects. Once a project is handed off to you, your Client/s trust you to get the job done and done well. Most of the time, nothing falls through the cracks and, on the rare occasion something does, you identify it, loop in the key people involved, and troubleshoot it quickly and efficiently. • Personal Tasks: Whether it’s assisting with ordering food or supplements or scheduling personal appointments (like a sitter for date nights), you’re happy to help – anything that can free up your Client’s time so they can focus on what they do best! WHO YOU ARE: You have at least 90% of the following attributes: • Relational: You love working with other people. You count your Client’s success as your success and are professional with a friendly touch. • Detail Oriented: You’re careful and precise in every task – your thoroughness means nothing gets by you. You are other’s “go-to” person who can get the job done efficiently and effectively. • Effective Communicator: You confidently communicate with anyone – Clients, vendors, executives, or team members – all while authentically showing up as yourself. You’re attentive to feedback and value others' input. • Curious: You keep an open mind and remain teachable. You are not afraid to ask questions, admit when you’re wrong, or consider different perspectives/ideas. You ask questions to maintain alignment. You see a discussion as an opportunity to understand others point of view. • Humble: You’re eager to assist, no matter how small the task. Others feel comfortable coming to you for help or feedback because they can count on you for your honesty. You’re empathetic and understand the importance of transparency. • Discerning: You’re perceptive, insightful, and rational. You thoughtfully deliberate a situation to ensure you respond in a patient and intentional manner. You access a situation from multiple angles while keeping the larger goal in mind. • Innovative + Proactive: You enjoy exploring new ideas or methods and are skilled at staying ahead of the game. Developing systems and processes are your jam. • Adaptable + Collaborative: You welcome the opportunity to work collaboratively with others to find solutions and are eager to share your insights with the team. You are adept at pivoting when needed and can adjust your priorities when a new objective arises. • Tech Savvy: You’re not afraid to jump in and research new platforms or systems. You intuitively know how to make technology work for you for a seamless workflow. You’re a lifelong learner and seek out new information to make sure you stay on top of the latest software. QUALIFICATIONS: • Based in the United States • 3+ years experience as an Executive Assistant or experience in Operations • 3+ years experience working in a remote setting • Available daily (Mon-Fri) during business hours in your respective time zone • Able to commit to a minimum of 1 year with Hey Girl Friday • Proficiency in arenaflex Suite + arenaflex 365 required • Proficiency in multiple Project Management software tools • A presentable in-home office setup including Mac or PC Computer (with webcam) and reliable devices (Wi-Fi, cellphone, etc.) • A fast and reliable internet connection • Ability to organize a daily workload by priorities • Excellent written and verbal communication • Bachelor’s degree preferred POSITION DETAILS: Hours Your working hours are completely dependent upon your commitment to your Client/s. Hey Girl Friday operates in hourly, weekly blocks of “5” Monday-Friday. A 5 hour commitment means 1 hour/day, a 10 hour commitment means 2 hours/day and so on. You will communicate to Hey Girl Friday the set number of hours you are hoping to work each week and Hey Girl Friday will work to ensure you have the number of hours you requested. Benefits • Flexible work schedule • Virtual setup • Boutique agency • Pipeline of pre-vetted clients • Invoices and contracts pre-negotiated and managed on your behalf Terms All information obtained and shared during your engagement with Hey Girl Friday is proprietary and confidential to Hey Girl Friday. Hey Girl Friday Advocates will be required to sign an agreement stating their adherence to the guidelines outlined in The Hey Girl Friday Guidebook pertaining, but not limited to, Client Confidentiality, Hey Girl Friday Confidentiality, Exclusivity of Services, and general guidelines for conducting as an Independent Contractor (1099) with Hey Girl Friday. Applying for this role does not guarantee you will support this specific Client. Hey Girl Friday will be transparent with the status of this opportunity throughout the hiring process. Job Types: Full-time, Contract Pay: $30.00 per hour Benefits: • Flexible schedule Work Location: Remote Apply tot his job