Executive Assistant

Description

About Us

7-time winner of the 50 Fastest Growing Companies in the Twin Cities, All In One Accounting is the strategic accounting team for mission-driven nonprofits and growth-minded entrepreneurs.

All In One Accounting’s thorough and comprehensive set of services move our clients from financial chaos to business clarity and beyond.

Simply said, our mission is to make the lives of nonprofit and entrepreneur leaders better. We do this by supporting profitable Growth, equipping them to Protect their assets, and enabling nonprofits to Amplify their impact.

A bit about the role:

Our CEO leads a fast-growing organization — and she needs a trusted right-hand assistant to help her operate at her best. As Executive Assistant to the CEO, you will own her calendar, inbox, and operational world so she can stay focused on the leadership and strategic work only she can do.

This is a high-trust, high-responsibility hybrid position. We are looking for someone who brings polish, discretion, discernment, and sound judgment. Our CEO moves quickly and we seek someone who is comfortable asking targeted questions, using judgement to fill in the gaps, and knowing when to act independently versus when to flag something for her review.

Location: Hybrid - Onsite 2 days/week

Reports To: Integrator/COO

Now about you...

You are a highly organized, proactive professional who thrives supporting a high-performing leader in a fast-paced environment. You take pride in doing things right the first time, communicate with professionalism and warmth, and you are energized by managing many moving pieces at once.

You understand the difference between acting on something and escalating it. You do not need to be told every step — but you also do not overstep. You protect the CEO’s time as if it were your own most valuable resource, and you understand that the quality of your work directly affects the quality of her leadership.

Responsibilities & Expectations:

General Support

• Provide hybrid support including remote work and in-person assistance for meetings, events, and occasional errands
• Manage personal and professional administrative tasks to reduce overall cognitive load on the CEO
• Serve as a proactive gatekeeper, protecting the CEO’s time, focus, and priorities
• Support EOS cadence preparation and follow-up (L10s, Same Page, leadership meetings)

Email Management

• Fully manage inbox systems including filtering, prioritization, and elimination of low-value communication
• Draft and respond to emails on the CEO’s behalf during business hours with appropriate tone and judgment
• Triage the inbox — act on what can be handled independently, flag what requires CEO review
• Ensure timely, professional communication that reflects Heide’s voice and AIOA’s brand
• Use AI tools (Copilot agents, ChatGPT, or similar) to speed up drafting and summarizing day-to-day correspondence.

Calendar Management

• Own and manage the CEO’s calendar with a focus on protecting her time and priorities
• Proactively resolve scheduling conflicts and coordinate across internal and external stakeholders
• Prepare Heide for meetings with relevant context, agendas, and background materials

CRM & Networking Process Support

• Send follow-up materials, books, and introductions on the CEO’s behalf after networking meetings
• Document meeting outcomes and ensure next steps are captured and executed
• Enter and maintain contacts in HubSpot with accuracy and consistency
• Facilitate LinkedIn connection requests and support ongoing relationship tracking
• Support ongoing relationship tracking across the CEO's network
• Light sales process support such as creating prospect folders, populating templates, and handling light CRM upkeep
• Make detailed, accurate edits in our contract system when needed

LinkedIn & Brand Presence

• Monitor and engage on the CEO’s LinkedIn — liking, commenting on, and supporting posts from team members, referral partners, and vendors
• Facilitate LinkedIn connection requests
• Maintain a consistent, active presence aligned with AIOA’s brand voice

Presentation Preparation

• Coordinate with the marketing team on slide preparation and materials for CEO-led presentations
• Own logistics and preparation so Heide walks into every presentation ready
• Comfortable using AI tools to build fast first-pass decks and materials, ability to take them to presentation-ready is a plus

Travel Coordination

• Arrange travel for the CEO and other leadership team members as needed
• Manage logistics end-to-end: flights, accommodations, ground transport, and itineraries

Internal Responsibilities

• Actively participate in All In One Accounting's Brand Ambassador program
• Complete all internal responsibilities including weekly to do's, rocks, and maintaining process documentation
• Uphold AIOA's core values of Commitment, Foresight, Relationships, Tenacity, and Teamwork in every interaction

Office Support

• Ordering and restocking office and kitchen supplies
• Scanning receipts, business cards, and mail to intended recipients
• Assisting executive team with on-site meetings including coordinating schedules, booking conference rooms, and ordering meals

Required Experience and Skills

• 3+ years of experience supporting a senior executive, CEO, or high-performing leader
• Exceptional written communication skills — ability to write clearly and professionally in someone else’s voice
• Strong judgment about when to act independently and when to escalate
• Proficiency with Outlook, Microsoft Teams, and HubSpot (or demonstrated ability to learn quickly)
• Demonstrated proficiency prompting AI tools (Claude, Copilot, ChatGPT, or similar) for business use - able to independently take a loosely defined ask and prompt your way to a solid first draft
• High attention to detail and consistent follow-through
• Discretion and professionalism in handling sensitive and confidential information
• Ability to work independently and effectively in a remote or hybrid environment

Key Performance Indicators

• All emails responded to or drafted within business hours; no open items left unaddressed overnight

• Daily recaps of activity and focus items for CEO to manage

• CEO’s calendar reflects her priorities including focus time

• Networking follow-up conversations or materials sent within 24 hours of CEO sales meetings

• CRM contacts entered accurately and without backlog

• Heide enters every presentation and meeting fully prepared

Compensation & Benefits

Salary - $65,000 - $75,000

Annual Bonus - Up to 10% of salary

Benefits: Comprehensive benefits package including:

• Medical, dental, and vision insurance
• 401K
• Life insurance
• Long and short-term disability
• HSA, FSA, and dependent care options
• Professional development opportunities
• Flexible Work Environment

Why All In One Accounting - The Benefits

Our company runs on EOS and has been built by a team who likes to have fun, respects each other, and works extremely hard to do right by each other and our clients. Our five core values of Commitment, Foresight, Relationships, Tenacity, and Teamwork are at the core of everything we do.

All In One Accounting provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.