Key Responsibilities

1. Email & Communication Triage

• Daily inbox management: Triage and organize all incoming emails into designated folders (Action Needed, Read Later, Follow Up, If Interested) each morning
• Chat monitoring: Monitor Google Chat direct messages and project spaces on behalf of Exec, providing daily summary emails of items requiring his attention
• Delegate access: With appropriate delegate access, manage Exec's digital communications and filter out non-urgent messages
• Criteria development: Work with Exec to establish clear criteria for what requires his direct response versus what can be handled independently
• Response drafting: Begin drafting responses to routine emails for Exec's review and approval

2. Administrative Support

• Office management: Coordinate office supply orders and equipment needs through an organized request system
• Gifting & relationship building: Manage birthday gifts, holiday gifts, anniversary gifts, and other relationship-building gestures for team members and business contacts
• Calendar management: Maintain Exec's calendar, coordinate scheduling, and manage task blocks for important but non-urgent work
• General administration: Handle document management, contractor coordination, and other operational needs as they arise

3. Business Development & CRM Management

• HubSpot pipeline management: Maintain and update Exec's separate business development pipeline in HubSpot (distinct from Drew's pipeline)
• Lead generation support: Assist with identifying and compiling lists of target contacts in growth markets (Greensboro, Wilmington, Richmond)
• Meeting coordination: Schedule business development meetings, both virtual and in-person
• Meeting notes & follow-up: Listen to recorded business development meetings (via Fireflies or Google Meet recordings), compile comprehensive notes, and track action items
• Follow-up execution: Draft follow-up emails and ensure timely outreach after meetings
• Relationship tracking: Monitor pipeline progress and flag opportunities requiring Exec's attention

4. Meeting & Calendar Coordination

• Proactively blocking time for priority tasks and deep work sessions (e.g., 3-hour client review blocks)
• Managing incoming meeting requests and calendar invites
• Coordinating scheduling via email and Calendly links
• Maintaining accurate availability and protecting focused work periods
• Adjusting calendar structure as preferences evolve (e.g., prioritizing mornings for deep work)
• Ensuring flexibility while maintaining structure

5. Process Optimization & SOPs:

• Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion.
• Support the creation of internal systems for accountability, task tracking, and delegation across the companie's operations and team structure.
• Assist with invoicing (occurs approximately twice per month)
• Support with other tactical administrative tasks as needed
• Ensuring delegated tasks are followed up on and completed
• Reducing cognitive load by maintaining a clear, visible task pipeline

6. Task Delegation & Tracking

• Implementing and maintaining a shared Notion workspace
• Capturing tasks from emails, meetings, and discussions
• Assigning deadlines and tracking progress
• Supporting transparency and real-time updates
• Preparing agendas for daily/weekly sync meetings
• Ensuring delegated tasks are followed up on and completed
• Reducing cognitive load by maintaining a clear, visible task pipeline

Benefits

• International experience
• Opportunity to work remotely from anywhere
• Supportive and collaborative team environment
• Learning and development opportunities
• Potential Performance Bonuses
• PTO
• HMO after 3 months

Originally posted on Himalayas