Executive Assistant

• Compensation: $25.00 per hour
• Hours: Monday through Friday, 9:00 AM to 3:00 PM
• Classification: Part-time, hourly, fully remote
• Consistent availability during scheduled hours is required
• Some evening availability is required based on business needs and events

• Serve as the primary administrative point of contact for senior leadership across multiple business entities
• Anticipate leadership needs, act with initiative, and deliver solutions without waiting to be directed
• Prepare briefings, agendas, talking points, and follow-up summaries with a high degree of accuracy and professionalism
• Manage sensitive and confidential information, communications, and documents with absolute discretion
• Represent leadership with professionalism and integrity in every written and verbal interaction

• Own and manage multiple executive email inboxes, ensuring responses are timely, accurate, and professionally crafted
• Draft, edit, and send correspondence on behalf of leadership to vendors, partners, clients, and stakeholders
• Develop and maintain inbox organization systems, escalating urgent matters and ensuring nothing is missed
• Serve as a professional communication bridge between leadership and all internal and external contacts

• Manage complex, multi-entity calendars with precision, coordinating meetings, interviews, calls, and appointments
• Utilize Calendly and Google Calendar to schedule and confirm engagements with full attention to confidentiality
• Ensure all calendar communications are accurate, professional, and appropriately discreet
• Proactively identify and resolve conflicts, protect leadership time, and optimize daily schedules

• Prepare and distribute agendas, briefing materials, and supporting documents in advance of all meetings
• Attend meetings as required to capture detailed notes, track action items, and ensure accountability
• Issue concise post-meeting summaries with clearly assigned next steps and deadlines
• Coordinate all logistics for virtual and in-person meetings, including platform setup, dial-in details, and materials
• Ensure leadership enters every meeting fully informed and prepared

• Review and evaluate incoming applications, submissions, and inquiries against established criteria on behalf of leadership
• Assess event proposals, author submissions, and partnership inquiries for alignment with organizational priorities
• Prepare clear summaries and recommendations for leadership review, flagging high-priority opportunities
• Communicate with applicants and submitters professionally, providing timely and appropriate responses
• Maintain organized records of all submissions, review notes, and decisions

• Communicate on behalf of leadership with vendors, partners, and service providers with professionalism and clarity
• Track outstanding commitments and follow up proactively to ensure all parties meet their obligations
• Maintain accurate and current records of vendor relationships, contracts, and correspondence

• Lead coordination of internal and external events including pop-ups, vendor activations, community events, and organizational gatherings
• Manage all event logistics including venue communication, vendor coordination, guest lists, schedules, and day-of execution
• Build and maintain detailed event timelines and checklists to ensure flawless execution
• Serve as the primary point of contact for event partners, sponsors, and attendees, communicating with professionalism at every touchpoint
• Provide on-site or virtual presence during events as needed to ensure smooth operations
• Conduct thorough post-event follow-up including thank you outreach, recap documentation, and improvement recommendations

• Use Monday.com and Asana to manage tasks, coordinate cross-functional workflows, and ensure projects stay on track
• Deliver regular, concise project status updates to leadership covering progress, upcoming deadlines, and potential blockers
• Conduct research and compile findings into clear, actionable summaries that support leadership decision-making
• Support organizational initiatives, special projects, and strategic priorities as directed

• Minimum of 3 to 5 years of experience in an Executive Assistant or senior administrative role supporting leaders and executives
• Proven ability to manage multiple executive inboxes simultaneously with exceptional accuracy, professionalism, and follow-through
• Advanced proficiency in Google Workspace, including Gmail, Google Calendar, Google Drive, and Google Docs
• Hands-on experience with project management tools including Monday.com, Asana, and Calendly
• Demonstrated experience using AI tools in a professional setting to improve efficiency, communication, and output quality
• Exceptional written and verbal communication skills with a consistently professional and polished tone
• Superior organizational skills with the ability to manage competing priorities in a remote, high-velocity environment
• Unwavering integrity, discretion, and sound judgment when handling confidential and sensitive information
• Strong interpersonal skills and the ability to represent leadership with poise in all professional interactions
• A minimum of three verifiable professional references is required; candidates without references will not be considered
• A background check is required and must be successfully completed prior to the start of employment
• This is a part-time position; Village Brands does not offer benefits for part-time roles

• Experience supporting leaders across multiple business entities or brands simultaneously
• Background in retail, e-commerce, bookstore, or community-focused business environments
• Experience coordinating events, activations, or community programming
• Familiarity with vendor management, partner communications, or business operations in a small or growth-stage organization
• Demonstrated ability to thrive in a dynamic environment where priorities evolve and adaptability is essential

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