Executive Assistant

About the Role We are a fast-growing consumer beverage brand seeking a highly organized, execution-driven Executive Assistant to support our Founder/CEO and coordinate key programs across the company. This role requires high execution capacity — the ability to move quickly and accurately across multiple priorities, maintain a keen eye for detail, communicate fluidly across a team, and follow tasks through to completion. The role combines executive support with ownership of the administrative systems behind our Brand Ambassador and UGC Creator programs. Work Structure & Requirements Location: Remote / Virtual Schedule: TBC Time Zone: within EST business hours Compensation: 7 USD Key Responsibilities 1. Executive Support Manage Founder calendar, scheduling, meeting coordination, and follow-ups Support inbox organization, prioritization, and routine communication Coordinate travel, itineraries, appointments, and select personal scheduling Conduct research and organize information for Founder review Track open items, deadlines, and commitments through to completion Manage scheduling and reservations for the content room Build familiarity with Founder priorities and communication style, progressing toward greater autonomy over time 2. Brand Ambassador & UGC Creator Programs Own the coordination and administration of in-store Brand Ambassador and UGC Creator programs Creatively recruit and proactively source candidates in priority markets Screen applicants and manage candidate communication, onboarding, and paperwork Coordinate ambassador availability, in-store activation schedules, calendar invitations, confirmations, substitutions, and training Maintain accurate rosters, schedules, market coverage, and program documentation Track required submissions and follow up on outstanding deliverables Coordinate payment documentation and recurring participant communication Maintain and report against established program KPIs Identify recruiting, coverage, participation, and performance gaps and take action to keep programs growing consistently Maintain repeatable systems and SOPs that allow both programs to scale 3. Retailer, Distributor & Business Administration Complete retailer portal submissions, new item forms, distributor forms, and related documentation Coordinate administrative scheduling for in-store retail activations Maintain submission deadlines, records, requirements, and follow-ups Support insurance documentation, distributor paperwork, CRM maintenance, data entry, and company records Gather information from internal team members and ensure required tasks are completed on time Maintain organized digital files, trackers, and recurring administrative systems Required Skills & Experience Non-Negotiables: Speed and precision without sacrificing accuracy; exceptional organization across multiple schedules, deadlines, and workflows; strong follow-through and ownership of tasks through to completion; proactive communication; confident accountability with team members, candidates, and partners; resourcefulness and ability to learn new systems quickly; sound judgment on when to act independently vs. escalate Experience: Preferred experience across several of the following — executive or founder support; recruiting, candidate sourcing, and onboarding; brand ambassador, field marketing, creator, or community programs; high-volume scheduling and coordination; KPI tracking and program administration; retailer/distributor portals or CPG administration; remote work within a fast-moving founder-led company Tools: Google Workspace, scheduling platforms, CRM systems, spreadsheets, Jotform, and similar administrative tools; strong technological fluency and ability to learn new systems quickly is essential Communication: Strong written and spoken English; comfortable communicating proactively across a remote team